Facilities Rental & Scheduling Coordinator

Date Posted: 06/18/2024

Req ID: 38054

Faculty/Division: Faculty of Kinesiology & Physl Ed.

Department: Faculty of Kinesiology & Physl Ed

Campus: St. George (Downtown Toronto)

Position Number: 00056625

Description:

About us: The University of Toronto's Faculty of Kinesiology and Physical Education is globally recognized for developing and advancing knowledge about the interactions of physical activity and health through outstanding undergraduate and graduate education programs, cutting-edge research and the delivery of sport, recreation and high performance athletic opportunities for students, staff, faculty and community members across the three campuses. In achieving this vision, the Faculty is guided by values of integrity, respect, equity and diversity https://kpe.utoronto.ca/.

Your opportunity: The incumbent provides a wide range of administrative services including: answering a wide variety of inquiries from faculty, students, University personnel, community partners and rental groups and the general public regarding the booking of facility space; preparation of correspondence, memos, minutes, reports, mailing lists, invoices for rental clients, debit memos for internal clients; maintaining a large and complex filing system; maintaining administrative databases, input and maintenance of detailed information in FUSION electronic registration system; preparation of information for publications, collection and preparation of information for staff manuals; and ordering and maintaining office supply inventory.

Your responsibilities will include:

• Acting as the first point of contact for rental and event-related enquiries
• Building and strengthening relationships with stakeholders and partners of strategic importance
• Providing guided tours of facilities to clients, analyzing client needs and making recommendations on event logistics and options
• Liaising with internal contacts to resolve problems and confirm schedule for production activities and rentals
• Preparing service contracts and invoices using templates while ensuring contracts and agreements are consistent with University standards and guidelines
• Conducting post-event evaluation, analysis and recommendations for changes
• Analyzing administrative processes and procedures and recommending changes for improvement
• Processing cash, debit and/or credit card transactions

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience
• Minimum three years administrative experience, preferably in a university setting or a sporting event/facility setting
• Three years demonstrated experience using scheduling software
• Ability to deliver high quality work in an environment of overlapping, time-sensitive tasks
• Demonstrated accuracy and attention to detail
• Ability to exercise discretion and good judgment
• Proven ability to collaborate and work effectively within a team and independently

Assets (Nonessential):

• Experience with rental coordination and contract administration is a strong asset
• Familiarity with high performance sport is a strong asset

To be successful in this role you will be:

• Communicator
• Cooperative
• Organized
• Patient
• Tactful

Closing Date: 07/01/2024, 11:59PM ET

Employee Group: USW

Appointment Type : Budget - Continuing

Schedule: Full-Time

Pay Scale Group & Hiring Zone: USW Pay Band 10 -- $69,455 with an annual step progression to a maximum of $88,819. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Category: Athletics

Lived Experience Statement Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission. As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.

Accessibility Statement The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission. The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities. If you require any accommodations at any point during the application and hiring process, please contact [email protected].

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