Event and Conference Services Coordinator

Job summary

The coordinator manages a portfolio of clients for end-to-end event and accommodation bookings, ensuring compliance with health, safety, and university policies. They handle financial processes, manage online registration systems, and provide onsite support for high-profile functions.

Job details

Position Details Position Information Position Title Event and Conference Services Coordinator Research Project Department/Unit Conference Services Location Halifax, Nova Scotia, Canada Posting Number S274-26 Employee Group NSGEU Local 77 Position Type Regular, On-Going Duration of Contract (if applicable) Employment Type Full Time Full-time Equivalency (FTE) 1.0 Salary $30.00 - $37.98 per hour ($54,596 - $69,119 per annum, 35 hours per week) Classification C7 Provisional Statement This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role. About Dalhousie University Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018. Job Summary Housing and Campus Connections of Dalhousie University consists of; Residence Operations, Property Management for College Street, Henry Street and Peter Green Hall properties, Conference Services, Off Campus Housing, University Food Services, DalCard Business Operations and UPass, and other ancillary activities. Reporting to the Manager Operations, Events and Conference Services, the Event and Conference Services Coordinators play an essential role in supporting the planning, coordination, and delivery of conference and accommodation operations within the Event and Conference Services unit for Housing and Campus Connections, acting as a key liaison between internal departments, external clients, and vendors while ensuring service excellence and compliance with university standards. Key Responsibilities Manage portfolio of clients including end‑to‑end complex booking and event management, ensuring policy and health and safety compliance, and optimized space utilization.Review and approve event and accommodation packages, contracts, and service agreements. Coordinate logistics for events and accommodations, including catering, Audio-Visual (AV), accessibility, and residence operations. Provide onsite support for high‑profile functions and resolve escalated issues. Support continuous improvement through evaluations and stakeholder communication. Handle high‑volume inquiries and complaints in person, and via e-mail and external booking platforms, managing client expectations while ensuring satisfaction.Communicate event timelines and deliverables to clients and stakeholders; ensure all changes are documented and approved. Build and maintain online registration systems for summer residence students; monitor registration levels and revenue intake. Maintain accurate inventory on external booking platforms (BnB, Expedia, Booking.com) and update availability. Manage all aspects of the university’s non-academic internal room booking system to ensure bookings are processed in a timely manner. Monitor booking calendars to prevent conflicts and optimize space utilization. Provide onsite support for high-profile events. Manage financial processes such as deposits, payments, reconciliations, refunds, and budget summaries, ensuring accuracy across internal and external platforms.Monitor accounts receivable and follow up on outstanding balances promptly. Resolve discrepancies with clients and suppliers. Note This position requires the incumbent to work overtime and provide rotating on-call support as part of an on-call team for urgent client and facility issues during the conference season (April to August inclusive). This includes carrying an on-call cell phone and answering calls from the clients and the respective suppliers to manage the contract effectively. It also includes at times coming on site to resolve issues. Compensation and scheduling will be in accordance with the collective agreement. The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work from within Nova Scotia) as agreed by all parties based on operational requirements and university guidelines. Required Qualifications Business/Administrative Professional diploma plus three to five years’ experience in administrative roles, preferably in in event coordination or housing operations (or equivalent combination of training and experience). Experience in financial reconciliation and reporting processes. Demonstrated exceptional communication (verbal and written), negotiation and client service skills including experience serving a wide range of clients. Proven high attention to detail with strong problem solving and organizational skills all while managing multiple priorities in a high-volume environment under tight deadlines. Advanced proficiency in Microsoft Office Suite. Assets Experience with Banner. Knowledge of residence operations, campus facilities, or university event workflows. Experience supporting multiple shared inboxes or client‑service channels. Experience preparing reports, rooming lists, or operational documentation. Job Competencies The successful candidate is expected to demonstrate proficiency in Dalhousie’s core competencies, in particular: Respect & Inclusion Adaptability Knowledge & Thinking Skills Communication Service Additional Information Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program. Application Consideration Non-probationary bargaining unit employees ( NSGEU local 77) are given priority consideration. All other applications will be considered when there is no qualified candidate from the bargaining unit. We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture. Diversity Statement Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above. For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please review our Employment Equity information. If you require any support for the purpose of accommodation, such as technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance. Dalhousie University is committed to ensuring all candidates have full, fair, and equitable participation in the hiring process. Our complete Accommodation Policy can be viewed here . Posting Detail Information Number of Vacancies 2 Open Date 09/10/2026 Close Date 09/17/2026 Open Until Filled No Special Instructions to Applicant Quick Link for Direct Access to Posting https://dal.peopleadmin.ca/postings/22033

What you’ll do

The coordinator manages a portfolio of clients for end-to-end event and accommodation bookings, ensuring compliance with health, safety, and university policies. They handle financial processes, manage online registration systems, and provide onsite support for high-profile functions.

Requirements

Requires a Business/Administrative Professional diploma and three to five years of experience in administrative roles, preferably in event coordination or housing. Candidates must possess strong financial reconciliation skills and advanced proficiency in Microsoft Office Suite.

Benefits

• Defined Benefit Pension Plan • Health Plans • Dental Plans • Health Spending Account • Employee And Family Assistance Program • Tuition Assistance Program

Listed skills

• Customer service · Preferred
• Financial Reconciliation · Preferred
• Problem solving · Preferred
• Negotiation · Preferred
• Inventory management · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Event Coordination
• Housing Operations
• Financial Reconciliation
• Client Service
• Negotiation
• Microsoft Office Suite
• Budget Management
• Logistics Coordination
• Stakeholder Communication
• Problem Solving
• Organizational Skills
• Inventory Management

Job areas

• Hospitality
• Administrative
• Education
• Management & Leadership
• Customer Service & Support