Summer Conference Assistant

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

The Summer Conference Assistant position is an auxiliary position that will support the Conference and Accommodations team with events, meeting space and support for groups staying on campus over the summer. This role that is expected to work full time Tuesday through Saturday and will have a flexible daily schedule based on operational need. 

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Summary
This position supports Student Housing and Community Services (SHCS) which includes Student Housing, Maintenance, Residence Life and Conferences & Accommodation operations and acts as a direct support for the Conference and Accommodation team. This position is expected to have a broad understanding of the cyclical operations of Conferences and Accommodation at UBCO.

 
Organizational Status
This position reports to the Associate Director, Accommodations and will take direction from the Sales and Service Managers for Conferences and Accommodations. Will interact with all members of SHCS as well as external guests and clients.
Work Performed

Customer Service/Communication

• Provides customer service for all visitors of Student Housing and Community Services and will support external clients booking meeting space on campus from May through August.

• Responds daily to guest reviews, guest feedback and monitors trends.

Administrative duties

• Room Investigations - maintains daily housekeeping task sheet / Matrix billing and updates resolved/unresolved housekeeping issues,

• Assists with data entry updates in StarRez for room status updates (open/close) and out of order rooms

• Assists the Associate Director, Accommodation with weekly housekeeping forecasting and reconciliation reports.

• Assists Associate Director, Accommodation with OTA reconciliation?

• Checks to ensure daily housekeeping report is prepared with detailed accuracy each day.  Updates room status for student/guest related rooms. 

• Checks room pricing and room inventory availability ensuring that cross systems reconcile between StarRez and extranets for online travel agents , Expedia). 

• Closely monitors and updates various systems during closing transition to close room availability for season. This task is based on several factors: department project schedule, vendor cleaning schedules, high demand of room type, group arrivals.  

• Collects and updates statistical data for various financial reports using software reporting from StarRez, Scientia and Momentus.

• Maintain and document inventory levels for conference supplies.

• May be required to assist with room checks for quality assurance. 

• Supports with SHCS meeting space set-ups and tear downs based on group needs. Will also assist with placing directional signage around the campus.

• On occasion, may be required to provide general tours of residence rooms or meeting space.

• Performs other duties as required.

• Creates AR accounts in StarRez and allocates received money in AR's as well as in Momentus.

Booking Meeting Space

• Schedules and approves the use of non-academic space for external clients requesting the use of campus meeting space.

• Coordinates campus services for on-site meetings – schedules space bookings, facilities, catering, security, IT services and any other services required for event support.  

• Issues invoices, reconciles, collects and deposits fees for meeting spaces.

• Troubleshoot and make decisions to resolve problems that arise outside normal procedure during events and scheduling process.  

 
Consequence of Error/Judgement
Must exercise sound judgement, decision making and tact based on departmental policies, procedures and guidelines.  Initiative is required for interpreting and adapting these guidelines and providing options in order to create satisfactory outcomes.  Errors and omissions will be identified by tracking of system information, financial discrepancies or customer feedback. Problems of extra-ordinary nature would be referred to the manager.  Errors or incorrect decisions may result in compromising the safety and security for students, staff and guests, lost financial opportunities, negatively impact the student/guest experience and/or could be harmful to the reputation of services provided by UBC.
Supervision Received
This position is supervised by the Associate Director, Accommodations and is expected to work independently setting work priorities to manage deadlines. 
Supervision Given
This position will not be supervising others.
Minimum Qualifications
Willingness to respect diverse perspectives, including perspectives in conflict with one's own.

Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Completion of grade 12 or equivalent and graduation from a one (1) year post-secondary program; minimum three (3) years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

• Experience working in a university or hotel environment is an asset.

• Intermediate level of computer proficiency and Microsoft office applications.

• Demonstrated ability to multi-task and prioritize workload to meet deadlines is essential.

• Demonstrated customer service skills and ability to communicate effectively through oral, written and interpersonal means.

• Demonstrated ability to demonstrate accuracy and attention to detail.

• Demonstrated ability to use good judgement and solve problems.

• Demonstrated ability to work both independently and within a team environment.

• Demonstrated ability to exercise confidentiality, sensitivity and tact.

• May be required to lift or carry up to approximately 20 lbs lbs of signage or conference supplies from location to location.

• Staff are required to work flexible working hours such as weekends, holidays and evenings.

• Ability to complete a satisfactory criminal record check

• Valid driver's license is required.