Kelowna - UBC Okanagan
BCGEU OK Clerical
Support Services Asst II
Support Services Asst II
UBCO-AVP Finance & Operations
UBCO - Housing & Conferences
Desired Start Date:
Job End Date:
BCGEU (UBCO) - Auxiliary
The administrative assistant provides financial services and room management duties for the Conferences & Accommodation Operation in Student Housing & Hospitality Services. Financial Services include billing and reconciliation for conference groups, socan and re-sound events, and registration and abstract management services for external clients. The room management duties include all aspects of sellable room inventory. This position also schedules and coordinates meetings for external clients.
Reports to the Manager, Conference and Accommodation, Services Student Housing & Hospitality Services (SHHS). Maintains essential working relationships with operational areas within SHHS, Central Booking Office and Service providers within the campus community in addition to external business agencies and public. Works closely with UBC Vancouver Housing & Hospitality Services.
Contract, Invoicing, Reconciliation
- Based on client negotiation for services, generates client contracts using predetermined clauses and templates
- Reconciles balances in the Opera reservation system i.e. open folio's, negative postings, Accounts Receivables (AR) postings, damage deposit postings, etc.
- Creates AR accounts, client invoices, issues and collects revenue. Follows up on outstanding receivables.
- Balances and reconciles client accounts with UBC Vancouver financial systems.
- Investigates and corrects discrepancies between reservation system (OPERA) financial reports and the property and event management system (EBMS).
- Responds to client inquiries regarding account billing.
- Balances departmental purchase card reconciliation, journal vouchers and Q Requisitions for conference accounts.
Client Registration & Abstract Management
- Sets up financial management accounts, web registration services on behalf of clients, receives and processes registration. (Processing includes accurate data entry, collection, deposit and reconciliation of fees, confirmation of receipt to delegates).
- Sets up Abstract Management registration for faculty clients.
- Compiles registration financial reports for clients and reconciles to FMS
- Determines equipment and supplies required for on site registration desk.
- Prepares delegate kits, produces name badges, participant lists, and staffs registration desks.
- Orders conference operation office supplies and marketing supplies.
- Attends trade shows, and conduct presentations to promote conference services a few times annually.
Rooms Management Functions
- Updates room pricing and room inventory availability ensuring that cross systems reconcile. (While OPERA is the main reservation software, two additional systems link to OPERA for room sales function - Siteminder (Booking.com, Expedia) and Fidelio. All three systems must be in daily balance otherwise the risk is high resulting in the over sale of bookable rooms.
- Sets up yearly allocation sheet (excel) to monitor group booking allocations
- Ensures maximum occupancy during conference season by maintaining Online Travel Agent (OTA) systems.
- Anticipate room reservations based on time-limited inventory levels in order to maximize revenue. Decisions to increase or decrease rates are based on price range and data such as tourism occupancy, and department requirements.
- Add or decrease rooms in the just-in-case (JIC) block to act as a temporary troubleshooting measure, based on various factors such as room availability, housekeeping volume, and group complexity.
- Update room status data to Out Of Order in all systems to prevent rooms sales, as a result of department decisions to close rooms
- Communicates with department managers follow up on room status.
- Closely monitors and updates various systems during opening and closing transition to open room availability for sale or 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. Risk for updating incorrect data: guest checks into wrong room, over sale of room inventory, student room not prepared for move in.
Responsible for system administration and configuration of Various Software systems:
- Update room types, rate codes and other code configuration and resync inventory.
- Updates new room inventory, pricing, ensuring data sync is reconciled.
- Update property information, rates and room inventory
- Work with software vendors and Vancouver SHHS IT department to troubleshoot higher level software issues - eg. System security.
- Sets up new staff with IT access to appropriate software systems within SHHS.
- Collects and updates statistical data for various financial reports using software reporting from EBMS, OPERA, and SITEMINDER.
Central Booking Room Scheduling and Event Coordination - Non-Academic Meetings
- Schedules and approves the use of non-academic space for external clients and conference service groups requesting the use of campus space.
- Coordinates campus services for on site meetings - schedules room bookings, facilities, catering, security, IT services and any other services required for event support.
- Issues invoices, reconciles, collects and deposits fees.
- Troubleshoot and make decisions to resolve problems that arise outside normal procedure during events and scheduling process.
- Conducts customer service surveys via email or phone to measure client satisfaction and campus services.
- Lead and participate in the training of other staff with similar duties, in the use of departmental software systems, room scheduling and event coordination.
Performs other related duties as required
Works independently under the general direction of the Manager, Conference Services, Student Housing & Hospitality Services and will consult on matters of complex issues and/or budget issues. Receives general instructions for special projects/assignments from Sales & Services Managers, and is expected to work independently using sound judgement and flexibility to address decisions relating to policy, procedures, and rates.
Formal supervisory duties are not part of the job but the position will train seasonal and new staff in the use of departmental systems, various cash procedures, meeting scheduling and event coordination. Can assign general data entry tasks to seasonal front office staff; is expected to provide clear direction with information to campus service providers for the coordination of meetings/events on campus.
Consequence of Error/Judgement
Incorrect or inappropriate recommendations/decisions actions resulting from errors in judgement have varying degrees of departmental impacts such as accommodation overbooking, meeting space conflicts, lost revenue, incorrect legal contracts. Revenue could be impacted for department and for campus partners (Food, Parking, Facilities.) Poor customer service negatively affects the reputation of Conferences and Accommodations, and services offered by UBC. E.g. Lack of preparation and pre-planning with room management tasks could result with conference, students/guests moving into uncleaned rooms put the department into overbooking situations.
Inappropriate use of judgement and initiative would significantly affect service expectations, department revenue, contract agreements, and would require intervention by management to resolve issues.
- Completion of secondary school (Grade 12) or equivalent and completion of a two year program in Hospitality Management or Tourism
- Minimum three years' experience in the hospitality field, proven event coordination experience, and familiarity with financial procedures; or an equivalent combination or education and experience.
- Experience with event/meeting services coordination.
- Experience and knowledge working with basic accounting practices
- Experience with hotel property management systems, OTA systems, and client database systems preferred. . - Excellent interpersonal and customer service skills.
- Excellent oral and written communication skills.
- Demonstrated accuracy and attention to details.
- Strong computer skills with MS Office applications, minimum intermediate level for word processing, spreadsheets and database applications.
- Demonstrated flexibility and use of judgement and discretion working with policy/public.
- Demonstrated experience giving presentations and public speaking to large and small groups.
- Unpredictable cycle with high and low work volumes. Generally works Monday - Friday but must be prepared to work flexible working hours such as some weekends, holidays and evenings.
- May be required to travel for additional training opportunities.
- May be required to lift/or carry 20 lbs of registration materials, signage or conference supplies from location to location.
- Valid driver's license required.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.