Faculty Club Admin (ER)

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Position Summary:

Responsible for the activities regarding promotion, sales and marketing of the Macdonald Campus Faculty Club, as a unique venue for special events.  Attend meetings of Executive Committee; participate in development of marketing strategy.  Prepare promotional material. Administer day-to-day financial affairs; monitor income and expenses. Supervise staff. Resolve administrative problems; develop procedures for efficient operations and control. Act as liaison with members, Chef, staff and external organizations. Provide guidance with event planning.

Primary Responsibilities:

Management of Facility/Services - Manages the rental business and day-to-day operation of Tadja Hall, the Macdonald Campus Faculty Club.  Regularly reviews status of operations with Chef. 

Provides guidance to organizations/clients with event planning.  Oversees all aspects of events taking place at the Club (i.e. room bookings and set-up, food and bar requirements, permits, equipment rental, cleaning crews, security services, etc.).  Supervises service and kitchen staff.  Compiles price quotations for clients.  Signs rental/services contract between client and Club; transmits “work orders” to Chef.  Follows up with service providers; resolves logistical problems; keeps organizers informed of progress or major issues/delays.   Attends events (including evening and week-end events) to ensure smooth functioning of activities and service efficiency.   Monitors inventory of food, liquor, kitchen and other supplies at set intervals; assesses volume of confirmed business and discusses with Chef stock in need of replenishing.  Reconciles liquor inventory against revenues taken; investigates discrepancies. 

Oversees daily lunch service for club members and guests; liaises with Chef to review miscellaneous arrangements and scheduling of service staff based on advance reservations. 

Oversees reservations and use of guest rooms at the Club.   Arranges for access after hours and “turnaround” housekeeping/laundry. 

Receives and “prices” orders for “take-out” catering from users in other Campus buildings (meetings, workshops, other events).  Liaises with Chef to coordinate production and delivery. 

Communications – Actively promotes use of Club facilities and services.  Makes recommendations to Club Executive and Board regarding advertising strategy (particularly solicitation of evening/week-end events).  Liaises with club members, guests and clients (in person and by e-mail/phone).   Acts on problems and requests; informs Club Executive of major issues and action taken; provides briefing/background information to facilitate their intervention when necessary.   Attends meetings of the club’s Executive Committee and Board of Directors.  Acts as resource person with regards to club operations.  Prepares budget forecasts for Board’s review.  Participates in hiring of Chef.  Makes recommendations with regards to renovations and equipment needs. 

Administration – Recruits, interviews, hires, trains service staff; organizes work schedules.  Conducts performance appraisal and implements performance improvement plan when necessary.  Approves time entries and time off requests in Workday.  

Arranges for servicing/repairs of equipment/appliances and cleaning of premises.  Interacts with Facilities Management with regards to building and grounds maintenance, snow removal.  Liaises with Campus Security concerning alarm system. 

Responsible for balancing daily sales transactions and making deposits.  Using specialized database, enters dues/meal charges from individual chits completed by members.   Transmits electronically to Payroll for monthly deductions purposes, and to Accounting for processing of IDC’s.  

Makes purchasing decisions; conducts price comparisons and negotiations.  Reconciles and transmits all MOPS-related information.   Verifies invoices for expenses incurred in event preparation; ensures that suppliers are paid.  Invoices clients for services rendered (room/equipment rental, food orders, staff, etc.) and processes incoming payments (Banner A/R).  Corresponds with clients to collect past-due accounts. 

  

Prepares statements of expenses/revenues or other financial reporting and statistics required by the Club’s Treasurer.   Implements record-keeping procedures.  Ensures production of menus, posters, lists, reports, forms, schedules, etc.  Uses mostly MS office suite , such as Word and Excel. 

Maintains interaction with Faculty Budget Office for account reconciliation and financial administration/reporting.   Liaises with management of McGill Faculty Club downtown.

Keeps abreast of McGill’s administrative procedures and of food safety practices, food-related sanitation and safety/fire regulations, as well as new trends in food/hospitality industry. 

Other Qualifying Skills and/or Abilities

Demonstrated organizational, problem-solving, interpersonal and leadership skills. Proven ability to process financial transactions, prepare expenses/revenues statements and meet deadlines  Public relation and writing skills. Demonstrated ability to seek new business and promote special events capability. Demonstrated ability to interact with suppliers, guests and internal/external clients.  Knowledge of food/beverage service industry, including health and safety codes regarding food preparation.  Ability to work under pressure.  Attention to detail, resourcefulness, and ability to work as a part of a team. Must be self-motivated and service-oriented. Ability to work with MS Office software (Word, Excel, Powerpoint, Outlook), Adobe, and with Banner FIS, MINERVA, MMP procurement, and the internet. McGill University is an English-speaking university where research, teaching and most business activities are conducted in the English language, thereby requiring the ability to communicate in English, both orally and in writing. In addition, this role also requires the use of French, spoken and written.

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Annual Salary:

(MPEX Grade 02) $47,030.00 - $58,790.00 - $70,550.00

Hours per Week:

27 (Part time)

Supervisor:

Professor

Position End Date (If applicable):

2024-04-30

Deadline to Apply:

2023-05-14

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] .