Description
Ancillary Services is currently seeking 2 Full-time Temporary Sales Assistant, Accommodations - University of Calgary Accommodations and Events for approximately 5 months.
The Sales Assistant reports directly to the Associate Director, Food, Hotel & Conference on a daily basis. The Sales Assistant's key roles are to facilitate administrative and office support activities for accommodation and conference bookings. The position operates in a busy office environment with high volumes of guests and internal University contact. It involves providing professional service to the campus community and external clients. Communication must be precise and requires attention to detail and relaying information with accuracy to multiple people within the department and the university. The position requires a high level of independence regarding planning and managing the volume of work. Stress can be moderate to high due to varying levels of complexity with the process and recurring deadlines.
Primary Purpose of the Position (Key purpose, functions, roles):
The Sales Assistant plays a key role in assisting the Associate Director and Sales Specialist by performing administrative and office support duties. The Sales Assistant is responsible for obtaining files once the bookings are confirmed. At this point the Sales Assistant will become the main contact and liaison for all group organizers. The responsibilities include contacting group organizers, coordinating details and onsite requirements, collecting and inputting rooming lists, organizing food and beverage requirements and creating group resumes. It is the responsibility of the Sales Assistant to maintain and foster relationships with group organizers to ensure future business. The Sales Assistant will also be required to field general sales inquiries, planning meetings with clients at the request of the Sales Specialist, maintaining database records, tracking sales progress, preparing reports, and posting group charges.
The Sales Assistant works with the Campus Service Centre, Housekeeping, Sales Specialist, Event Planners, and Food Service teams to ensure timely and accurate entry of group rooming lists, completion of group resumes, meal plan details, parking pass requirements and any other special requests. The Sales Assistant is expected to liaise between the Sales Specialist and other areas of the operation. Other duties may be assigned as required.
Current Regular, Sessional or Recurring Part-time (RPT) Support Staff applying on this Temporary position are strongly encouraged to review Article 42.06 - Job Opportunities of the University and AUPE Local 052 collective agreement. In advance of accepting a Temporary position, affected employees are required to seek written confirmation from their manager as to whether their Regular, Sessional or RPT position will be available to return to at the conclusion of the temporary assignment.
Summary of Key Responsibilities (job functions include but are not limited to):
- Administrative and office support functions, including reporting and preparation of proposals and contracts as directed
- Answers and responds to all incoming inquiries to ensure the inquiry details are accurately completed with all information recorded
- Enters all booking details in Starrez, including guestroom block/reservations, event booking and group meals
- Assists in making and updating guest reservations
- Maintains accurate database files ensuring documentation is filed accordingly and expediently
- Coordinates onsite requirements for groups and events
- Assists with answering telephones and directing calls appropriately
- Provides administrative support to the Sales Specialist to include merging proposal letters and letters of agreement, and other required tasks
- Assist in maintaining an accurate client data base in StarRez
- Ensures prompt and courteous service is extended to both internal and external customers
- Participates in on-site visits when necessary to promote University facilities
- Main group contact and liaison for Group Organizers pertaining to their group details
- Develops and communicates all group resumes to the areas of operation to ensure a flawless experience for groups
Qualifications / Requirements:
- University degree or college diploma in a related field is an asset
- 2 years of front office, event or administrative experience in the hospitality industry
- Requires experience in and strong motivation to work in a high volume, customer service-oriented environment
- A high degree of proficiency in computer programs including Microsoft Office Suite, and general knowledge and comfort working with other systems is required
- Must demonstrate the ability to work effectively in a complex environment and must have excellent communication skills
- Knowledge of the University of Calgary and its Departments is an asset
Application Deadline: April 7, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
