Facilities Rental & Scheduling Coordinator

Date Posted: 06/18/2024
Req ID: 38054
Faculty/Division: Faculty of Kinesiology & Physl Ed.
Department: Faculty of Kinesiology & Physl Ed
Campus: St. George (Downtown Toronto)
Position Number: 00056625

Description:

About us:

The University of Toronto’s Faculty of Kinesiology and Physical Education is globally recognized for developing and advancing knowledge about the interactions of physical activity and health through outstanding undergraduate and graduate education programs, cutting-edge research and the delivery of sport, recreation and high performance athletic opportunities for students, staff, faculty and community members across the three campuses. In achieving this vision, the Faculty is guided by values of integrity, respect, equity and diversity https://kpe.utoronto.ca/.

Your opportunity:

The incumbent provides a wide range of administrative services including: answering a wide variety of inquiries from faculty, students, University personnel, community partners and rental groups and the general public regarding the booking of facility space; preparation of correspondence, memos, minutes, reports, mailing lists, invoices for rental clients, debit memos for internal clients; maintaining a large and complex filing system; maintaining administrative databases, input and maintenance of detailed information in FUSION electronic registration system; preparation of information for publications, collection and preparation of information for staff manuals; and ordering and maintaining office supply inventory.

Your responsibilities will include:

• Acting as the first point of contact for rental and event-related enquiries
• Building and strengthening relationships with stakeholders and partners of strategic importance
• Providing guided tours of facilities to clients, analyzing client needs and making recommendations onevent logistics and options.
• Liaising with internal contacts to resolve problems and confirm schedule for production activities and rentals
• Preparing service contracts and invoices using templates while ensuring contracts and agreements are consistent with University standards and guidelines
• Conducting post-event evaluation, analysis and recommendations for changes
• Analyzing administrative processes and procedures and recommending changes for improvement
• Processing cash, debit and/or credit card transactions

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum three years administrative experience, preferably in a university setting or a sporting event/facility setting
• Three years demonstrated experience using scheduling software
• Ability to deliver high quality work in an environment of overlapping, time-sensitive tasks
• Demonstrated accuracy and attention to detail
• Ability to exercise discretion and good judgment
• Proven ability to collaborate and work effectively within a team and independently

Assets (Nonessential):

• Experience with rental coordination and contract administration is a strong asset.
• Familiarity with high performance sport is a strong asset.

To be successful in this role you will be:

• Communicator
• Cooperative
• Organized
• Patient
• Tactful

Closing Date: 07/01/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $69,455 with an annual step progression to a maximum of $88,819. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Athletics
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.