Position Status: Full-time (37.5 hours a week), casual appointment for approx. 7 months (October 3, 2016 to April 28, 2017)
Department: Public Affairs and Engagement
Reports to: Executive Director, Public Affairs and Engagement
Location: The incumbent will work out of the Munk School of Global Affairs, 1 Devonshire Place, Toronto
Overall Responsibility: Under the general direction of the Executive Director, the incumbent is responsible for the administrative and financial oversight of the Munk School of Global Affairs’ various meeting spaces and its cost-recovery conference facility and ensures that superior customer service standards are in place.
Duties include: development and oversight of administrative procedures to optimize usage of the Munk School’s various seminar rooms, board room, library, lounges and Campbell Conference Facility; advising new and continuing clients on facility usage and event costs, catering and publicity; making recommendations on improvement of established protocols and procedures; oversight of the regular and annual facility, building and grounds maintenance; and management of the facilities’ promotion. The incumbent also oversees the budget for meeting facilities and reviews administrative operations to effectively manage workflow, invoicing, casual payroll and rental recoveries, ensuring that good business practices and adequate controls are in place. The Manager provides direction to the Facilities Coordinator and Audio Visual and Facilities Coordinator and oversees a team of casual staff.
The Manager is also responsible for the management of centrally run Munk School events and conferences. This includes management of event budgets, booking of venues, coordination of event speakers, event promotion, arranging logistics and hospitality, distributing event materials, preparing expense reimbursement claims, honoraria requests, and vendor invoices.
The incumbent works in a fast-paced and dynamic team environment and in close cooperation and collaboration with other Munk School team members.
Facilities Management (50%)
- Manages the Munk School’s various meeting and conference facilities in accordance with established procedures and protocols;
- Meets with new and continuing customers to explain venue capabilities, event costs and reviews requirements; advises on best practices for event management including: promotion, catering, publications, publicity;
- Ensures that meeting requirements and needs are met;
- Serves as the overall contact for events held in the Munk School’s facilities and follows up with clients on service standards;
- Responsible for development and continuing improvement of events booking database, DTS and internal forms, procedures and protocols to ensure optimized efficiencies and superior customer service standards;
- Manages facilities’ promotional materials and activities and makes recommendation for improvement;
- Annually reviews facilities’ workflows, service offerings and fee structure to ensure competitiveness in the market and makes recommendations for amendment where necessary;
- Liaises with Trinity College regarding the usage of the cloister space and gardens;
- Supervises the Facilities Coordinator and provides direction to the Audio Visual and Infrastructure Coordinator;
- Interviews, hires, trains, oversees scheduling of, and supervises casual employees (full-time students) to act as “Front of House” staff for events;
- Works closely with the Audio Visual and Infrastructure Coordinator on the training of casual (full-time students) AV technicians;
- Manages the regular and annual facility, building and grounds maintenance works in accordance with University facility and services policies;
- Proactively coordinates the weekly activities of the events team including the Facilities Coordinator and the Audio Visual and Infrastructure Coordinator and works in close cooperation with the Manager, Information Technology;
- Keeps the Executive Director of Public Affairs and Engagement apprised of the team’s work and,
- Leads the development of the Facilities and Events annual work plan in consultation with the Executive Director, Public Affairs & Engagement;
- Works collaboratively with the wider Public Affairs and Engagement team to develop, measure and report on the department’s work plan; and
- Makes recommendations on new technologies that can be used for event management (e.g. creation of invitations and floor plan schematics).
Financial Administration (25%)
- Generates and reviews monthly financial reports to ensure that facilities are operating on a cost-recovery basis;
- Approves vendor invoices, casual timesheets and facilities invoices and debit memos;
- Oversees processing of event-related invoices, timesheets, deposits and debit memos;
- Prepares budgets and tracks expenditures for programs and special events;
- Oversees the monthly preparation and distribution of invoices and debit memos;
- Prepares expense reimbursement claims, honoraria requests, and vendor invoices and
- Ensures controls are in place to ensure full recoveries of facility costs.
Events Management (25%)
- Manages Munk School annual and one-off events and conferences and delegates responsibilities where appropriate to the Facilities Coordinator;
- Liaises with Director, Executive Director and senior Munk officials to: create event budgets, identify appropriate venues, and identify invitees;
- Provides conference management support to designated partners;
- Provides advice on typical costs for events and identifies potential for cost savings;
- Coordinates event speakers, promotion and publicity of events, arranges logistics and hospitality, distributes event materials;
- Compiles speakers’ CVs; arranges travel and accommodations for speakers and event participants; arranges for catering; prepares name tags and nameplates; prints agendas; prepares conference kits; arranges for meals off premises for Munk School events;
- Creates and maintains master promotional lists – both internal to U of T and external – that are targeted for specific audiences depending on the nature of the event;
- Keeps track of participants’ needs (e.g. dietary restrictions, taxis, meals, etc.);
- Uses e-registration database to prepare reports;
- Creates itineraries for visiting delegations and oversees the logistics related to such visits; including security provisions;
- Prepares conference kits;
- Proactively identifies and advises on events that will raise the School’s profile;
- Handles all administrative, financial, and marketing aspects of special events;
- Trains and briefs internal staff assigned to the event
Education: Bachelor’s degree or an acceptable equivalent combination of education and experience. Certified Meeting Professional (CMP) or Certified Special Events Professional (CSEP) designation or equivalent desired.
Experience: Minimum five (5) years of related and recent experience with facilities, event planning, management and promotion and financial management. Demonstrated experience in forecasting and budgeting. Knowledge of financial management at UofT or a similar environment. Experience in providing exceptional customer service. Experience managing and supervising staff, preferably in a unionized environment. Working knowledge of FIS would be an asset. Demonstrated event marketing and promotion skills and experience. Experience working with complex databases and producing detailed reports on a monthly, quarterly and annual basis to make recommendations towards improving workflow/procedures/protocol. Experience with various software packages and Web-based devices used for events and facilities management. Proven experience in strategic planning, monitoring and evaluation. Experience with graphic design programs.
Skills: Advanced verbal and written communication, interpersonal, organizational, presentation, negotiation and decision-making skills. Demonstrated advanced financial skills and demonstrated initiative and problem solving skills. Advanced computer skills, including Microsoft Office (Word, Excel, Access), with a superior proficiency with Excel. Proficient with and demonstrated experience working with internet and social media. A strong team-player with excellent communication and networking skills. Advanced analytical skills.
Other: Maturity, tact, sensitivity and diplomacy. Ability to work both independently and as part of a team; detail oriented; ability to meet deadlines. Strong creative, analytical and organizational abilities. A willingness and ability to maintain/update knowledge as technology advances. Demonstrated ability to be flexible; persistent; maintain attention to detail and accuracy. Demonstrated evidence of leadership. Ability to work in a results-oriented environment. Ability to work independently to set priorities and work schedules to meet deadlines.
About the Munk School of Global Affairs: The Munk School of Global Affairs at the University of Toronto unites people who are passionate to address the problems of a fast-changing world. Our aspiration is to create a unique, world-leading research, teaching and public engagement centre that builds the new field of global affairs from Canada. We are the home of world-renowned researchers and more than 40 academic centres, labs and programs, For more information, please visit munkschool.utoronto.ca
How to apply: To apply for this role, please forward your CV and covering letter outlining your skills and experience to email@example.com by September 6, 2016. Please reference Manager, Conference Facilities and Events in the subject line.
The Munk School of Global Affairs sincerely thanks all applicants for their expressed interest in this opportunity; however only those selected for an interview will be contacted. No phone calls please.
Applicants must be legally eligible to work in Canada.
The Munk School of Global Affairs is an inclusive workplace, and is committed to championing accessibility, diversity and equal opportunity. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the requirements for the open position. Applicants need to make their requirements known when contacted.
Deadline: September 6, 2016