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Employment Opportunity

Events Clerk

Ancillary Services Administration
 
Competition Number: 18-3032
 
Appointment Type: Temporary Part-time
 
 
Start/End: May 07, 2018 up to August 24, 2018 -
May end early or be extended, possibly into 2019
 
Workload: 20 hours per week with additional hours as required on timesheets
 
Employment Group: Cupe 3
 
Position: 00860
Location: Nanaimo Campus
 
Duties: Reporting to the Director, Ancillary Services, the Events Clerk will coordinate facilities rentals and all related services for external clients to VIU. Market and sell facilities such as classrooms, meeting rooms, catering, and summer hotel accommodations in student residences. Perform all related administrative functions including responding to phone and email inquiries; prepare quotes and fill in contract information, prepare summaries of charges, and organize site tours. Prepare pre-event package including maps, booking details, WIFI and parking information. Provide outstanding client service and support including room bookings, equipment set up, liaise with VIU departments, provide clients with policy, procedure and resource information, and oversee onsite event logistics where necessary. Develop and maintain effective communication both internally and externally. Maintain effective filing and record keeping including data entry. Coordinate online registration portal for internal events including event set up, reporting, and troubleshooting. Coordinate online accommodation booking platforms ensure reservations are recorded, rates are updated, and room inventory is accurate. As well, assess activity levels to ensure rates are adjusted accordingly. Provide back up and coverage to the Event Coordinator when required.
 
Required Qualifications: University course credits in event management, hospitality, tourism, or hotel management. Two years recent related experience in the hospitality field including one year experience coordinating events, meetings, and conferences. An equivalent combination of education and experience may be considered.

Demonstrated record of outstanding sales, service and marketing skills, including the ability to promote business through client relations. Excellent communication skills both written and oral, including the ability to exercise a high level of tact and discretion in dealing with client needs. Exceptional problem solving skills. Proven organizational and multi-tasking skills. Proven ability to work either independently or with direction. Ability to produce quality and timely results in a fast paced environment. Excellent computer skills with fast and accurate data entry skills. A thorough understanding of MS office including a good working knowledge of Excel, Word and Outlook. Experience working in a database. The ability to lift and carry objects up to 25lbs.
 
Please Submit: CV/Resume


Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
 
Posting Period: March 01, 2018 - March 15, 2018
Note: Vancouver Island University regrets that only candidates selected for an interview will be contacted.

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

Vancouver Island University embraces the principle of employment equity and encourages applications from women, persons with disabilities, visible minorities, and people of Aboriginal descent.