Booking & Finance Coordinator

The successful candidate must obtain a leave of absence from their current and substantive position, where applicable. Permission for such leave must not be unreasonably withheld.

Please note that this is an onsite/in-person position with little to no opportunity for remote work

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:  J0224-0089

Job Title:  Booking & Finance Coordinator

Job Type:  Career Development Assignment (CDA)

Department:  Conference Services

Job Category:  Administrative

Number of Positions:  1

Date Posted (dd/mm/yyyy):  27/02/2024

Closing Date (dd/mm/yyyy):  06/03/2024

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

Assignment Duration From:  26/02/2024

Assignment Duration To:  29/11/2024

Employee Group:  CUPE 2424

Salary Level:  7PE

Hours Per Week:  35

Date Position Available:  05/02/2024

Carleton University is situated on unceded Algonquin territory and bordered by the Rideau River and the Rideau Canal, a UNESCO World Heritage site, in Ottawa, Ontario. The university is just minutes from the heart of our nation's government and G-7 organizations and this capital advantage provides opportunities for staff and faculty and students to make a positive impact in our community and around the world.

As one of the 2023 Top 100 Employers in Canada and one of the National Capital Region’s Top Employers for nine consecutive years, 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. At Carleton, we are committed to fostering an innovative, equitable and welcoming work environment. Carleton is also a nationally certified Healthy Workplace and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence and Platinum Level Certification for Mental Health at Work.

The university’s Strategic Integrated Plan 2020-2025 is an ambitious vision for the future, anchored in Carleton’s strengths and student-centric, community-engaged values.

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.

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 regularly required to work on campus in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and/or health and safety requirements. If this happens, you will work with your direct manager to set up a remote work environment including discussing appropriate technology and requirements. You are required to follow all University policies and directives, including to set up a safe and confidential workspace in a remote location and ensure all Carleton property (intellectual and other) is safeguarded. If required to work remotely, you will be notified by your manager when working full time physically onsite will resume.

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