Events Bookings Assistant

The Simon Fraser Student Society (SFSS) is a not-for-profit organization that represents all Undergraduate Students at Simon Fraser University (SFU). The SFSS provides our members with a broad range of advocacy work, services, and events. The vision of the SFSS is students thriving everywhere and is realized through our support of students to reach their full potential- by providing resources and services that represent, connect and benefit our membership.

This is a part-time (up to 28 hours weekly) contract position and is included in the Canadian Union of Public Employees (CUPE) Local 3338-5 at a wage rate of $19.89 per hour with additional benefits as defined in the Collective Agreement.

The Simon Fraser Student Society is an equal opportunity employer.

Description: The Events Bookings Assistant is primarily responsible for working collaboratively with the SFSS and its members, including clubs and student unions, to assist with new events and ensure plans are confirmed with the requested catering, facilities, and that floor plans, audiovisual equipment, and other resources have been prepared. This individual will professionally liaise with SFSS and SFU staff to ensure all booking details are finalized for new and ongoing student events.

Working Relationship/Reporting Structure: The Events Bookings Assistant reports to and takes direction from the Member Services Coordinator - Student Group Events and the Operations Organizer. The Designated Assistant Bookings works closely with Member Services Coordinators (MSCs) and SFSS staff.

Goal: The Events Bookings Assistant will be responsible for assisting with administrating bookings for the SFSS Clubs and Student Unions in SFU Burnaby and Vancouver spaces.

Duties & Responsibilities

• Provides administrative support for room and event bookings in SFU Burnaby and Vancouver spaces
• Assists with submitting space booking system requests and any future processes relating to meetings and events by Clubs and DSUs
• Provides on site support for student led events on SFU Burnaby Campus when necessary
• Assists with email communication to finalize event details and confirm event bookings
• Processes Meeting, Event and Conference Services, Recreation, facilities, and SFU AV service requests for event bookings
• Reviews event plans, invoices, and debit statements regarding booking details and expenses
• Administers SFSS Student Centre general services as required

Skills & Experience

• Grade 12 diploma required (post-secondary diploma in a related field is an asset)
• Excellent Intermediate computer computing skills – competency in use of GSuite and Microsoft Office Suite products required
• Event planning experience (an asset)
• Able to work independently or in a team with a firm understanding of SFSS and student culture (required)
• Highly organized and able to meet demands on time
• Strong interpersonal skills by being proactive in maintaining organizational communications and working relationships
• Able to problem solve and is adaptable in changing environments and circumstances
• Takes leadership and initiative in unforeseen situations with other staff and stakeholders
• Detail-oriented individual with a logistical mindset

This position is a temporary role with an end date of April 30th, 2024.

Please send your documents as PDF files in Collage. Applications must be received no later than 2:30 pm (PST) on August 7, 2023. We thank all who apply, but only those candidates selected for interviews will be contacted.

The SFSS is committed to making a sustained effort in recruiting, nominating, and supporting skilled candidates who have a commitment to equality and justice, and we encourage applications from women, Black, Indigenous, and members of racialized communities, persons with disabilities, and members of LGBTQ+, cultural, religious and linguistic communities.

Please Note: The SFSS is an independently incorporated organization working within the SFU community. This position is not an SFU staff position. For more information about the SFSS, please visit our website at: www.sfss.ca (http://www.sfss.ca/).