Coordinator, Facility and Events Booking

COVID 19 On-Campus Requirements

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

Applicant Guidance & Information

At Queen's, we are committed to helping people achieve their best. Whether you are beginning your career at Queen's or seeking your next opportunity, we are here to support you. Visit our Applicant Resources for guidance on applying, showcasing your skills and experience, and preparing for interviews.

Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

A Brief Overview

Reporting to the Manager, Event Delivery, and in coordination with the Manager, Facility Operations, the Facilities and Events Booking Coordinator plays a key role in the operation of Athletics and Recreation Facilities at Queen's University. The successful candidate will work closely with A&R programs, community user groups, and campus partners to assist in facilitating high-quality events, maximizing usage and efficiency of all A&R facilities.

This position is responsible for the planning, coordination and execution of events and facility bookings. This position serves as the primary point of contact for events bookings, including organizing event support such as venue communications, schedules, setup, vendor bookings and hospitality arrangements. This position manages event logistics, venue scheduling, contracts, budgets, invoicing and vendor coordination to ensure successful event delivery and a high-quality client experience. The position analyzes event performance, prepares reports for business partners, oversees booking administration and operational support. This position also directs, allocates and supervises the work of other staff.

The schedule for this position requires the incumbent to work variable hours on a regular basis, including evenings and weekends. This position is subject to the Averaging provisions of the USW Local 2010 Collective Agreement.

Job Description

What you will do

• Acts as the first point of contact for events bookings, including developing estimates and organizing event support such as venue communication, schedules, setup, vendor bookings and hospitality arrangements.


• Identifies and creates event designs, concepts and approaches to ensure that events meet objectives.


• Plans, stages and evaluates a variety of key and/or high-profile events.


• Maintains the master booking list, prepares contracts and coordinates requests for repairs and external staffing.


• Coordinates event-specific budgets, timelines and other aspects of the event project.


• Oversees distribution of invoices, makes payment requisitions and monitors receipt of payments.


• Prepares and analyzes event data and reports findings to key business partners.


• Directs, allocates and supervises the work of other staff.


• Other duties as required in support of the department and/or unit.

• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

• More than 2 years and up to and including 3 years of experience.

• Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.


• Provide consultation and advice on non-straightforward and/or complex issues.


• Interaction with others requires interpersonal skills and the ability to understand and influence.


• Adapt messages to meet the needs of the intended audience.


• Build relationships, trust and credibility.


• Manage own work, train and review the work of the team to see commitments through to completion.


• Sets work priorities and direction, supporting the team in achieving goals and objectives.


• Participate in project team meetings and develop team project plans.


• Lead procedural or technological change within a unit.
  
• Identify new problems and seek information and input to fully understand the cause of problems.


• Identify opportunities to improve the effectiveness and efficiency of work processes.


• Draw logical conclusions and provides opinions and recommendations.


• Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.


• Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.


• Assess the suitability of job candidates and recommend the most appropriate person for hire.


• Monitor and assess output and the quality of work from team members and recommend need for formal training or development plans to management and identify possible performance and/or disciplinary issues.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [email protected].