Event Coordinator Jobs

Date Posted: 06/09/2023

Req ID: 31908

Faculty/Division: VP & Provost

Department: Hart House

Campus: St. George (Downtown Toronto)

Position Number: 00054859

Description:

About us:

Hart House is a centre for experiential education outside the classroom at the University of Toronto. Since it opened in 1919, Hart House functions as a place where students, faculty, staff, alumni and membersof the broader community connect with each other and the world. Through an array of co-curricular programming in the arts, dialogue and wellness, Hart House works with local and international partners to foster community and to create innovative learningopportunities for students. Hart House operates from a historic facility on the St. George campus, as well as a 150-acre farm in Caledon, Ontario, offering a wide range of services through a social enterprise model that generates revenue to support its student-focused programming on all three University of Toronto campuses.

For over 100 years, Hart House has been delivering exceptional experiences and lasting memories, and our Hospitality Services team supports each meaningful exchange and encounter. Whether our clients are hosting a multi-day hybrid conference, enjoying lunch at the Gallery Grill restaurant, or saying “I do” in the Great Hall, we pride ourselves on delivering superlative customer service through thoughtful planning, delectable menus, beautifully appointed spaces, and technological expertise. Our team of hospitality professionals is unified around a common goal: to deliver unforgettable experiences that exceed client expectations and contribute to the vibrant community that Hart House welcomes and supports.

Your opportunity:

Under the supervision of the Manager, Event Services and Client Success, the Event Coordinator is a champion of customer service at Hart House, ensuring that all services provided by Hart House as a full-service event venue are successfully planned, delivered, and executed for the benefit of our clients and guests.

The incumbent upholds superlative customer service standards and assists in planning events by suggesting the most appropriate event spaces and services, providing detailed estimates for catering and audio-visual services, creating event plans and banquet event orders, creating customized room diagrams, and makes recommendations to enhance events and simplify the logistics of the event planning process.

The Event Coordinator develops and maintains excellent relationships with clients and works in close collaboration with other in-house staff to ensure that events take place without incident and to the complete satisfaction of the client, and communicates guidelines, plans, and legal obligations for use of the facility to clients and guests. As well, the Event Coordinator is responsible for managing client files and information, keeping event orders accurate, and communicating with various Hart House staff about the details pertaining to each event.

Your responsibilities will include:

• Overseeing the implementation of event plans and activities
• Drafting internal and external communications
• Analyzing administrative processes and procedures and recommending changes for improvement
• Liaising with clients and vendors to resolve minor complaints and address issues
• Conducting post-event evaluation, analysis and recommendations for changes
• Determining logistical details and activities for events and/or programming
• Building and strengthening relationships with stakeholders and partners of strategic importance
• Resolving issues that may occur during events and escalating problems as required

Essential Qualifications:

• Ability to work independently as well as part of a team.
• Demonstrated commitment to equity, diversity and inclusion in all work responsibilities and in collaborative workplace practices.
• Ability to coordinate events and staff.
• Ability to prioritize work, work in an environment of regular interruptions, and work under pressure to meet strict deadlines.
• Computer skills including MS Office (OneDrive, SharePoint, Teams, Word, Excel, PowerPoint, Outlook) and reservation database.
• Bachelor's Degree, certificate in event management or project management or an acceptable equivalent combination of education and experience.
• Excellent inclusive customer service, interpersonal skills, demonstrated conflict management skills and good judgment and initiative.
• Strong administrative and organizational skills; accuracy and attention to detail.
• Minimum three years hospitality industry and event coordination experience required, preferably within a post-secondary environment.
• Excellent written and verbal communication skills; ability to relate well with students, internal partners and clients.

Assets (Nonessential):

• Knowledge of EMS event planning system or other event management software.
• Experience with project management softwares (e.g., Asana).
• Knowledge of culinary and decor trends.

To be successful in this role you will be:

• Possess a positive attitude
• Diligent
• Communicator
• Resourceful
• Organized
• Problem solver

Closing Date: 06/20/2023, 11:59PM ET

Employee Group: USW

Appointment Type: Budget - Continuing

Schedule: Full-Time Regular weekend schedule.

Pay Scale Group & Hiring Zone:

USW Pay Band 10 -- $63,720 with an annual step progression to a maximum of $81,485. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Category: Hospitality

Recruiter: Anita Chooraman

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].