Booking & Finance Coordinator

Please note that this is an on-campus position.

If you are an internal applicant, please make sure to update your current union status in your candidate profile each time you apply for a vacancy. Internal candidates will be given priority consideration at this time. Please note: Carleton University encourages applications from all qualified candidates.

Job Number:  J0922-0353

Job Title:  Booking & Finance Coordinator

Job Type:  Continuing Full Time

Department:  Conference Services

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  16/09/2022

Closing Date (dd/mm/yyyy):  25/09/2022

Salary (with Salary Rate):  57,652.00 - 62,961.00/Year

Employee Group:  CUPE 2424

Salary Level:  7PE

Hours Per Week:  35

Date Position Available:  03/10/2022

Carleton University is one of Canada's most resourceful and productive hubs of learning and research, fuelling a rich talent pipeline that is supporting social and economic renewal. The university's smart, caring and connected community inspires and empowers individuals to become change leaders who drive impact in the world while challenging conventional modes of thinking and doing. Carleton is recognized annually as a top regional employer and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence, and Platinum Level Certification for Mental Health at Work. Situated on unceded Algonquin territory and bordered by the Rideau River and historic Rideau Canal in Ottawa, Carleton is just minutes from the heart of our nation's government and G-7 organizations, providing opportunities for staff and faculty to make a positive impact in our community and around the world.

Reporting to the Assistant Director, Conference Services, the Booking and Finance Coordinator is responsible for handling inquiries for meeting and event space managed by the Department of Conference Services. The incumbent is the first point of contact for clients seeking information about facilities, availability of space, and rules and regulations regarding facility usage. The incumbent works with the Conference Services team to meet event related needs of clients and generates event cost estimates and contracts.

The incumbent also provides administrative and financial duties to: track and process expenditures; process deposits and final payments; establish and maintain financial records, assist with budget preparation and maintain good working relationships with Conference Services partners and financial offices. The incumbent also provides Conference Services partners key reports used in logistical and financial planning.

Due to the nature of the position shift flexibility may be required including early morning, weekend and evening work in varying shifts as scheduled according to business demands.

The incumbent must possess the following qualifications:
• Ability to work effectively under pressure of high volume in a complex environment with many competing deadlines. Time management abilities are essential.
• Excellent organizational skills and the ability to solve logistical problems.
• Strong interpersonal skills are necessary to interact with administration at various levels, as well as the general public.
• A proven ability to elicit and foster trust, develop positive working relationships and work effectively with other professionals.
• A high degree of independence, allowing for initiatives to develop flexibly, quickly and appropriately.
• Ability to exercise discretion, good judgement, and solid decision-making.
• Sound business writing skills including appropriate formatting, correct use of grammar and spelling.
• Skill in financial administration and ability to work accurately with numbers and other data.
• The incumbent must exhibit flexibility and demonstrate the ability to adapt workflow and processes to meet organizational needs.
• Ability to provide a high-level of customer service and thorough understanding of the Service Excellence framework.
• Sound knowledge of relevant software such as Word, Excel, Microsoft Outlook/Exchange, or other applications as required.
• Due to the nature of the position shift flexibility may be required including early morning, weekend and evening work in varying shifts as scheduled according to business demands.

The above is normally acquired through the completion of:
• Three year post-secondary degree in business operations, finance, hospitality or related field or an acceptable combination of education and experience or equivalent
• Three years of progressively responsible work experience in business operations, finance hospitality, or business or finance administration.

Carleton University and CUPE 2424 are currently completing a joint job evaluation and pay equity project. The University and the Union are working together to describe the skills, effort, responsibilities and working conditions associated with every CUPE 2424 job, including this one. As a result, the job description that is currently associated with this posting (for recruitment purposes) may be revised to reflect the actual duties captured in the new job descriptions.

By applying for this job you are acknowledging that the actual duties associated with this job may differ somewhat from those identified in the job posting and that you will agree to perform the duties of this job as determined through the joint job evaluation process.

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

This position is required to work on campus. Exceptionally, since March 2020, many staff and faculty at Carleton University have been working from home in order to comply with public health requirements while continuing to provide services to support the operational functioning of the university. We are currently in the process of identifying positions that need to work on campus as part of our return to campus process. This position may be required to work temporarily remotely due to public health requirements or it may have been identified as one of the roles that are required to work on campus. If this position is required to work on campus, the successful candidate will be informed of the health and safety measures that are in place to ensure their safety on campus. If there is a requirement to work remotely (it is possible that there could be a requirement to work both remotely and on campus), the successful candidate will work with the manager to set up a remote work environment including discussing appropriate technology and requirements. Please note that once public health requirements permit, Carleton University will resume normal on campus operations and at that point there will be a timely notification provided by the manager and the requirement to working full time physically onsite will resume. Therefore, we are looking for candidates currently in or looking to relocate to the Ottawa area.

Additionally, Carleton University is continuing to maintain a safe work environment and requires mandatory vaccination against COVID-19 as per Public Health recommendations under the Reopening Ontario Act. As Carleton University requires that staff be available to attend on-campus meetings and to work, as required, in person, the successful candidate will be required to comply with this policy and be fully vaccinated before commencing employment. Subject to permitted exemptions under the Ontario Human Rights Code, if you are the successful candidate, your offer of employment will be conditional upon you attesting that you are fully vaccinated with a course of vaccines that have been approved by Health Canada and submitting appropriate proof of vaccination.

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