Conference Coordinator, Food & Conference Services

Job ID:                        #SCHII-23-21

Job Title:                    Conference Coordinator

Department:               Food & Conference Services

Campus:                     Thunder Bay, ON

Status:                        Full Time, 12-month contract

Job Category:            Schedule II

Date Posted:              July 6, 2023

Closing Date:            July 10, 2023

Why Lakehead University?

Thunder Bay is one of Canada’s top emerging cities. Here you will find a mix of modern city living and the best of nature – all on your doorstep. Thunder Bay provides small city affordability, big city opportunities and the bonus of a superior lifestyle. When it comes to location, nature and cost of living, Thunder Bay is one of the best places to live in Canada. For more on the vibrant city of Thunder Bay, visit thunderbay.ca.

At Lakehead University we challenge the conventional to provide a university experience that’s far from ordinary.  Your unique ideas will be respected and encouraged.  Join our thriving academic community where you can make a real difference through innovation and collaboration.

Lakehead is a comprehensive University with a reputation for innovative programs and cutting-edge research. In 2022, for the third year in a row, Lakehead University was included in the top 100 of the Times Higher Education Impact Rankings. Lakehead is the highest ranked university in the world with under 10,000 students. Maclean’s has once again included Lakehead University among Canada’s top 10 primarily undergraduate universities in the magazine’s 2023 University Rankings.

About this Job

Reporting to the Senior Coordinator, the Conference Coordinator is responsible for providing conference (in person, virtual and hybrid), special event, and group consulting as well as planning and coordinating services to all user groups. Specific duties include compiling event details, negotiating contracts, confirming internal and external events with clients, submitting set-up, catering, parking and technical services requests, and virtual event services (webinar & meeting moderation, virtual conference set up and troubleshooting).

Job Duties

• Ensure client insurance and risk management policies are received, and building policies are followed during events
• Respond to phone, email and in-person inquiries as well as various related administrative duties
• Assist with the Summer Operation (May to August), which includes transient & group overnight accommodations
• Provide support and guidance to the Front Desk team for hotel operations, and promote, plan and executes group accommodations
• Plan and engage with all stakeholders in respect to campus food services and catering needs
• Responsible for the planning and scheduling of meetings, organizing files, conducting research, preparing final invoice reports and assisting with accounting associated with all events including recording expenditures and remittances

Qualifications

• Post-secondary education with relevant work experience in sales, hospitality, catering/food services and event management
• Excellent communication, interpersonal, and customer service skills, including tact and courtesy along with exceptional attention to detail
• Demonstrated ability to make sound decisions, adapt to changes and situations, and multi-task a variety of high priority duties under pressure of deadlines and frequent interruptions are essential
• Strong organizational, time management, problem-solving skills and the ability to work as part of a team as well as independently with minimal direction and supervision in a fast-paced, dynamic environment is crucial
• Demonstrated ability to juggle multiple tasks and adjust to shifting priorities.

Working Conditions

• Required to work flexible, irregular hours during peak times (typically during the summer months and conference events)
• Requirement to be on-call during events
• Office environment

What do We Offer?

This position offers a competitive remuneration package including salary, comprehensive benefits package, life insurance, pension plan, and tuition waiver.

How to Apply

Interested applicants may apply by clicking on this link to this Google Form and attaching your cover

letter and resume in word or PDF format.

If you are experiencing any issues with the Google Form, please email careers@lakeheadu.ca for assistance.

We appreciate your interest; however, only those selected for an interview will be notified.  Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, racialized persons, Indigenous people, persons with disabilities and other equity-seeking groups. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.  This is in accordance with Canadian immigration requirements.

Lakehead University is committed to supporting an accessible environment. Applicants requiring accommodation during the interview process should contact the Office of Human Resources at (807) 343.8334 or human.resources@lakeheadu.ca to make appropriate arrangements