Job Service Coordinator in Waterloo
Reports to: Director of Operations
Grade/FTE: USG 5 / 1.0 FTE (35 hrs/wk)
Starting Salary: $44,374-$55,467
Conrad Grebel University College is a liberal arts college founded by the Mennonite church and affiliated with the University of Waterloo. The mission and programs of Grebel are rooted in and inspired by its Christian identity and its Anabaptist/Mennonite heritage. Grebel offers undergraduate, graduate, and community education programs in peace and conflict studies, music, theological and religious studies, and Mennonite studies. It also has a residence which houses 172 university students. Grebel is also home to the Milton Good Library, Mennonite Archives of Ontario and the Kindred Credit Union Centre for Peace Advancement (CPA).
General Scope
Conrad Grebel University College has an active program of conferences through which it serves its supporting constituencies, the University and the local community. It is important that these events be well planned and organized and proceed smoothly in order to ensure success and so they reflect well on the College. These activities give profile to the College’s academic and residence programs and draw it closer to its supporting constituencies. The summer conference program dovetails significantly with the College’s student recruitment efforts.
IT support is provided by Information Systems and Technology (IST) at the University of Waterloo and by Peaceworks. The IT Services Coordinator provides first-level troubleshooting, coordinates resolution of issues with IST and Peaceworks, and assists as needed in IT training programs.
Departmental Data
Grebel’s annual summer conference program generates $200,000 in annual revenues with an additional $50,000 in year-round room rental income. Grebel hosts three formal lectureships with anticipated attendance of 150 persons at each event.
Approximately 80% of Grebel employees have roles that require daily use of a computer. Most hardware and software is purchased via the University of Waterloo.
Bookings and Events Specific Responsibilities (.7 fte)
Coordinate the hosting of conference groups, including:
advance preparations such as negotiating rates and services with conference planners
coordinating room, services, food and equipment bookings
registration activities such as organizing packets and assigning rooms and keys
co-ordination with College staff
liaise with resident students
prepare invoices for conference groups
Coordinate accommodations for spring “hotel guests”
In conjunction with sponsoring departments, coordinate logistics for campus events such as Grade 11 Peace Day, MCEC Fall Youth Event, Audition Days, School Choral Workshops, IAMS Book Launches, retirement dinners, convocation, etc.
Support Faculty or Administrative initiatives in conference and events planning
Provide administrative and logistical support to the Lectures Committee planning the Eby, Sawatsky and Bechtel lectures.
Receive, confirm and coordinate bookings for use of college facilities by internal and external groups
Coordinate student Great Hall Crew
Prepare a weekly calendar of events based on the scheduled bookings and meeting with custodians to review
Coordinate bookings of Grebel’s AV equipment for events
Perform reception duties as required - when front desk is busy or when Receptionist is away (lunch break, coffee breaks, vacation, etc.)
Perform other duties from time to time as assigned by the Director of Operations
Contribute to a hospitable and collegial climate for all members of the College Community
IT Coordinator Specific Responsibilities (.3 fte)
Serve as the first point of contact for employees who are experiencing computer or network issues
Liaise with computer servicepersons and the University's IST department to track and troubleshoot computer and network issues
Work with UW IST to create and manage Microsoft 365 accounts
Assist guests of the College in connecting to Eduroam, troubleshooting as required
Manage Grebel’s phone and Skype for Business connections in conjunction with UW Telephone Services
Manage and troubleshoot photocopiers and printers
Troubleshoot classroom AV issues and coordinate resolution with appropriate party
Assist with training of staff in new software and hardware
Orient sessional instructors to classroom equipment at the start of term (by request)
Serve as the main point of contact for the student tech coordinator
Organize and maintain the AV closet.
Position Requirements
Support for the identity and mission of Conrad Grebel University College.
Familiarity with University of Waterloo policies and procedures is an asset.
Familiarity with Conrad Grebel University College is an asset.
Education
A Bachelor's degree, preferably from UW, is an asset
Skills/Experience
Ability to maintain a steady, positive, and progressive outlook in a busy, changing, and challenging work environment with a high volume of interruptions
Excellent interpersonal skills and ability to relate to a broad range of people
Ability to work productively and collegially with the College’s faculty and staff
Demonstrated ability to work effectively on a team
Demonstrated ability to work independently and take initiative
Strong oral and written communication skills
Demonstrated ability to exercise independent judgment, discretion, and confidentiality
Creativity and energy
Excellent organizational skills and attention to detail
Event coordination experience is an asset
Technical
Strong computer skills and a willingness to learn new software programs.
Familiarity with: Microsoft 365, OneDrive, MS Teams, SharePoint, website maintenance (using a content management system), registration and application software (CiviCRM), and communications software (Adobe Acrobat, Microsoft Publisher)
Working Relationships
The incumbent will work closely with:
- Main Office Staff
- Dean
- Departmental Administrative Coordinators
- Food Services Manager
- Custodial Team
- Finance Department
Job Types: Full-time, Permanent
Salary: $44,374.00-$55,467.00 per year
Benefits:
- Company events
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- Paid time off
- Tuition reimbursement
- Vision care
Flexible Language Requirement:
- French not required
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Waterloo, ON N2L 2S1: reliably commute or plan to relocate before starting work (required)
Work Location: One location
Application deadline: 2023-05-11
Expected start date: 2023-06-12
