University of New Brunswick

Closing Date: September 9, 2024 at 4:00 PM

CONFERENCE SERVICES

Conference Services is an entrepreneurial division that provides event, meeting, and accommodation services to internal and external clients with proceeds going to fund University priorities, including financial sustainability and collaboration. Our team is focused on providing "best-in-class" services that exceed our clients' expectations. We provide services across five functional areas including: Accommodations, Bookings, Wu Conference Centre, Conference Management services, and Event planning, all of which are supported by our Conferences Services team. Balancing our unique academic work environment which with industry standards and best practices of the meetings & conventions/hospitality & tourism industry we differentiate ourselves by delivering on three core areas: value, service, and flexibility.

In alignment with UNB's Strategic Priorities, we exist to serve the public good by investing "in collaborative industry, government, community, and international partnerships to drive economic growth and social development." Through our focus on financial sustainability, we give back so that UNB can deliver on its strategic commitment to "Deliver vibrant campus communities, with improved residence, collaboration, and learning spaces."

WHAT WE OFFER

Full time | Term ending May 2025 | Fredericton | On-Campus

Standard Work Hours: Mon - Fri | 8:15 am - 4:30 pm | 36.25 hours per week

Additional Working Conditions:

• Available evenings and weekends, as needed.

Salary Range: $49,605 - $62,014 per annum

YOUR FOCUS

Reporting to the Director - Conference Services, the Finance & Operations Coordinator provides a wide range of support services for both external and internal clients of Conference Services. This position handles the day-to-day financial matters of the unit, including invoicing, ensuring adherence to University budget protocols, and reconciling the unit's monthly budget to the overall budget.

• Greet guests at the Wu Centre Conference Services facility. Provide support and direct them to the relevant resources.
• Support events, meetings, and conferences across the campus periodically.
• Sort mail and packages delivered to the Wu Centre for pickup.
• Resolve the client's questions, needs, and/or concerns by completing the appropriate follow-up.
• Facilitate requests for and required maintenance of equipment, furniture, and technology as needed.
• Coordinate schedule publishing to track and coordinate relevant staff. Organize any special arrangements necessary.
• Format and prepare client correspondence on behalf of the Director - Conference Services.
• Respond to client queries in a timely manner.
• Ensure monthly reconciliation between the allocated monthly budget versus actuals. Alert the Director of any significant over-or-under spending of the budget.
• Process all invoices in a timely manner, with accounts being billed or paid within 10 calendar days of the relevant event, meeting, or conference.
• Enter all quotes for events, meetings, or conferences into the Conference Services client tracking system for issuance and finalization by the relevant Manager or Director.
• Ensure all quotes follow Conference Services protocols concerning fees, services, extra charges, and service guarantees.
• Support the Manager - Conference Services in day-to-day budgetary operations, as needed.
• Report monthly to the Director on all outstanding accounts receivables and accounts payable. Highlight any areas of concern.
• Reconcile yearly budget per University protocols. Alert the Director of any concerns.
• Research best practices in collegiate conference services operations across the region, nationally, and internationally.

WHAT YOU BRING

• Post-Secondary Diploma in Business Administration.
• 2 years experience in a fast-paced, client/customer-focused position in a related field.
• Experience with responsibility for coordination of financial reports and financial reporting standards
• Direct experience in budgets and budget alignment with fiscal projections.
• A combination of education and experience may be given consideration.

Additional Strengths

• Experience in a collegiate conference environment would be an asset.
• Other language experience, especially with Mi'kmaq or Wolastoqiyik, would be an asset.
• Demonstrated customer/client service skills.
• Excellent oral and written communication skills.
• Demonstrated conflict resolution and consensus-building skills.
• Ability to shift between a macro-focus to a detail-focus.
• Demonstrated skills in assisting others in understanding and implementing budgetary plans.