Coordination Officer
University of Ottawa
Ottawa, ON
Position Purpose

Coordinates and helps organize the activities of Conventions and Reservations, including lectures, meetings, conferences, seminars; advises and helps clients organize their activities; reserves spaces and services, promotes and sells the services and facilities available at the University; supervises the running of major events; manages conflicts and complaints and administers related administrative and financial documentation. Responsible for ensuring that clients benefit from high-quality services and maximizes the profitability and use of the facilities and services provided.

Essential Qualifications

Post-secondary diploma in event management and fund-raising, or an equivalent combination of education and experience
Advanced planning and organizational skills coupled with significant self-reliance
Ability to coordinate several tasks simultaneously and quickly adapt to change
Ability to deal with various stakeholders, to work as part of a team, under pressure to meet strict deadlines
Knowledge and experience in negotiation, problem-solving and decision-making in complex, ambiguous situations
Experience in event management
Experience in using information systems and software such as SIS, EMS, spreadsheets, databases, email and the Internet
Good judgment and attention to detail
Ability to work under pressure with minimum supervision, to think critically, and to prioritize and manage time judiciously
Excellent interpersonal relations and ability to maintain good business relations with internal and external clients
Good verbal and written communication skills in both official languages
Excellent judgement in the face of exceptional, highly stressful, time-sensitive, and highly visible situations at special functions such as high profile lectures, alumni events, official visits by dignitaries, Open House, Welcome Week, workshops or retreats, or any other type of event.
Available to work outside regular working hours to work at events taking place in the evening or on weekends
Bilingualism — English and French (spoken and written)

Key Competencies

Key competencies required at the University of Ottawa:
Planning: Organize in time a series of actions or events in order to achieve an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Be proactive and self-starting. Show availability and willingness to go above and beyond expectations whenever possible.
Service Excellence: Reflect a positive attitude, demonstrate competence and professionalism, treat members of the community with respect, exercise care, devote full attention and find solutions. (Visit the section "Useful links" on the home page to read the detailed definition).
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal. Accept and give constructive feedback. Adjust own behaviour to reach team goals.

Note

All qualified candidates are invited to apply; however, preference will be given to Canadian citizens and permanent residents. The University of Ottawa is an equal opportunity employer. We strongly encourage applications from women, Aboriginal peoples, persons with disabilities and members of visible minorities. If you are invited to continue the selection process, please notify us of any particular adaptive measures you might require.

Temporary assignment or contract of 18 months, with possibility of renewal. Eligibility to benefits and union affiliation will be determined upon hiring Applications from employees belonging to the bargaining unit SSUO will be considered first. The University also accepts external applications; they will be considered in second place. To obtain a temporary assignment, internal candidates must receive approval from their immediate supervisor. Schedule with an average of 35hrs/week. Workshops offered by Leadership, Learning and Organizational Development that you have taken may be considered an asset if you apply for a position at the University. Don’t forget to list them on your CV. We thank all candidates for applying. We will only contact candidates selected for further consideration. Any information you send us will be handled respectfully and in complete confidence. Remember to upload a copy of your diploma(s) or a certificate of merit as well as a current version of your CV into the My documents section of your career profile (please include the job ID number, i.e. J0000-0000, in the title of your document).

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