University of Waterloo

  • Room Booking Coordinator

    Requisition ID
    2019-4747
    Job Category
    Administration
    Department
    5180 - Coop Educ & Career Action
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $51,422 - $64,277
  • Overview

    Term: 16 months

     

    The Room Booking Coordinator schedules and manages the logistics for room bookings within the Tatham Centre primarily to facilitate student/employer interviews. The incumbent participates in various committees which review space allocation within the building and leads or contributes to special projects relating to process efficiency and delivery of service standards. The incumbent is responsible for maintaining an accurate floorplan setup to maximize space utilization and capacity.

    Responsibilities

    Schedule complex, high volume student/employer interviews and adjust schedules as required working within tight time constraints/deadlines

    • Ensure a smooth process for the use of individual and alternative media interviews (phone or web)
    • Process reservations and allocate rooms according to availability, balance needs for different kinds of rooms required (e.g., allocating rooms to be used for in person or phone/web)
    • Prepare, process and distribute documents for Interview Day Services
    • Proactively monitor data integrity in schedules
    • Deliver necessary interview details to various areas within the department to ensure interview days run smoothly

     

    Subject Matter Expert (SME)/Primary Stakeholder for Room Bookings

    • Ensure WaterlooWorks floorplan is configured accurately and appropriately according to the term calendars and forecasted usage, update as needed based on space requirements and changes in room availability
    • Perform capacity planning and coordination of all room and space requirements for interviews – including coop students, graduating students, mock interviews (WatPD) and walk in interview room requests
    • Meet with teams within CECA discussing interview dates and office availability
    • Lead or participate on teams that solve challenges or create efficiencies and best practices within the room booking process

     

    Provide assistance and backup to various Operations roles, and contribute to special projects

    • Due to the cyclical nature of the role related to the core employment process for CECA, the capacity in the last month of each term can be filled by backing up various Operations roles and/or special projects
    • Coordinate with external stakeholders to ensure their facility needs are met
    • Make recommendations to space committee on how best to configure building for interviews
    • Contribute to the development and monitoring of space and capacity measures

    Qualifications

    • University undergraduate degree and/or equivalent education and experience
    • 1-2 years’ experience dealing with high volumes and tight deadlines in a customer service environment
    • 1-2 years’ experience with scheduling or related experience
    • Project coordination experience an asset
    • Proven communication and interpersonal skills; proven self-starter, effectively plans, prioritizes and manages multiple concurrent assignments and tasks
    • Ability to work well under pressure
    • High level of expertise preferred with CECA Core Employment Process, policies and guidelines
    • Problem solving
      • The Room Booking Coordinator applies a high degree of judgment to resolve a high volume of issues relating to interview schedules and capacity planning for interviews while adhering to tight deadlines. The Room Booking Coordinator identifies and solves problems with the interview scheduling process, which may involve creating and leading small project teams
    • Interpersonal Skills
      • The Room Booking Coordinator is able to handle multiple requests within a tight deadline, and applies analytical skills to scheduling, logistics and project tasks. The Room Booking Coordinator is customer service oriented, and builds strong relationships with co-workers. The Room Booking Coordinator must have excellent interpersonal and verbal communication skills, along with a professional manner, effective probing, problem solving, conflict resolution and sound decision-making skills
    • The incumbent for this job must have intermediate Excel with macro knowledge an asset
    • The incumbent must be able to adapt to a changing environment and handle multiple priorities
    • This role requires exertion of physical or sensory effort resulting in slight fatigue, strain or risk of injury
    • This role involves minimal physical or psychological risk resulting from unavoidable exposure to hazardous, disagreeable or uncomfortable environmental conditions
    • Service support during main interview periods may require work outside of core business hours

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