Bookings and Event Facilitator

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

Location - Work primarily takes place at North Campus, Edmonton

**Please note that this position will have a normal work week schedule Sunday-Thursday and requires the ability to work variable hours when required.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross-section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for Campus and Community Recreation

Campus & Community Recreation is the host of multiple wellness activities and events that run throughout the University of Alberta campus. This includes recreational events and programs that are available at North Campus as well as South Campus.

Campus & Community Recreation offers programs and facilities aimed to meet the needs and interests of the broad range of communities that we serve. From group exercise to individualized personal training; from healthy living activities to physical assessments preparing for specific work environments; from recreational sports to elite sport training; and a range of ethnic and cultural dance, Campus & Community Recreation has the breadth and depth of activities to enhance the experiences of students, staff and community members alike.

The role of Campus & Community Recreation is to contribute to the overall academic vision of the university. We support our communities (students, staff, faculty, and community members) to explore and enhance their physical, mental, emotional, and spiritual well-being through physical and social activity. We strongly believe in the power of recreational activities to support these needs.

Position Summary

Reporting to the Allocation & Events Supervisor, the Bookings & Events Facilitator is an integral member of the Campus & Community Recreation, Client Engagement team.  Campus & Community Recreation supports the management of sport and recreation facilities, programs, services and events serving a variety of communities including University of Alberta students, staff, Faculty and general community members.  Campus & Community Recreation also supports the facility and service needs of the Faculty of Kinesiology, Sport, and Recreation and the Varsity Athletics programs through the provision of dedicated sport and recreation space for teaching, research, training, and competition.  

The Bookings & Events Facilitator is part of the team responsible for the accurate, efficient allocation and booking of all space in University of Alberta sport and recreation facilities, both indoor and outdoor. 

The Facilitator will assist in the implementation of the space allocation process; gather information from internal and external clients; assess client needs and allocate space that best matches these needs; and complete space allocation and rental agreements in accordance with allocation guidelines.

The Bookings & Events Facilitator will have a complete understanding of the Recreation Management Software used to accurately book space and assign fees.  

The Facilitator will communicate effectively with both users and facility staff to ensure set up/take down needs are addressed.  The Facilitator is the key Campus & Community Recreation representative developing relationships and building partnerships with event organizers and promoters in an effort to enhance the use of sport and recreation facilities.

Duties

Bookings and Contract Administration

• Support the allocation process for the booking cycle applicable to each indoor or outdoor space
• Accurately record and maintain bookings in the Recreation Management Software throughout the year
• Maintain consistent contact with internal/external clients to ensure required changes are documented and communicated to individual units
• Track all contracts to ensure completion and performs accounts receivable collections
• Apply appropriate policies related to cancellations and amendments of bookings for all spaces
• Coordinate schedules for drop-in program use in all assigned spaces
• Support client success by meeting on-site at the beginning of events/bookings and assisting with last-minute changes or conflicts

Event Logistics

• Liaise with local, provincial, national and international event organizers to facilitate the logistics of scheduled, large-scale events utilizing the University of Alberta sport and recreation facilities
• Assess booking/event logistics and complete event set up sheets in accordance with those needs
• Prepare work requisitions as required for additional event support from other University departments such as Trades or Risk Management
• Coordinate third-party services such as cleaning, first aid, and security as requested
• Maintain regular positive communication with the client to facilitate the needs for hosting a successful event, accurately record changes to contracts as required, and communicate changes to appropriate staff
• Conduct a post-event evaluation with both internal staff and clients, and record recommendations for improvements for future years

Administration and Other Duties

• Support an annual review of facility rental rates
• Run designated reports in Recreation Management Software that will provide accurate and informative analysis of schedules and bookings
• Collect and summarize data on facility usage, website and social media statistics, and other metrics as required
• Represent CCR values at all times creating positive interactions with CCR and University colleagues
• Understands, fulfills, and promotes the health, safety, and environmental responsibilities as defined in the University’s Health and Safety Policy

 Qualifications

• High School Diploma required; Equivalent combinations of education and experience may be considered;
• Current Intermediate First Aid (3 years) and Level C CPR (1 year) with AED required
• Minimum 1-year experience in a sport and recreation work environment
• An undergraduate degree in physical education, recreation, sport management, event management, or related field is preferred
• Experience in Recreation Management Software required, Intelligenz experience preferred
• Experience with Google Apps preferred
• Knowledge of recreation programming, athletics, and sport competition is an asset
• Experience in Event Coordination is an asset
• Customer Service and problem-solving experience is an asset

The following are required upon employment:

• Police Information Check
• HSE Supervisory Development Program training
• U of A Workplace Harassment and Violence Prevention

**Please note that this position will have a normal work week schedule Sunday-Thursday and requires the ability to work variable hours when required.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.