Events & Client Services, Coordinator

Role Responsibilities

Reporting to the Head of Visitor Services, the Events & Client Services Coordinator is responsible for both strategic planning and the day-to-day operations of the Events and Client Services program. 

This position leads and/or participates in the development, planning, coordination, execution, and evaluation of special events at the Museum. Events range from small gatherings to large events involving both internal and external stakeholders. 

The Events & Client Services Coordinator will use consultative skills to provide thoughtful advice, guidance, and direction to a variety of internal and external clients on programing at the Museum, effectively and efficiently matching client requirements with high quality programs. In addition, this position provides guidance to internal stakeholders on the revision of existing programs and the development of new programs, based on client requests and feedback. Programing includes education programs, sleepovers, weddings, workshops, tours, receptions, dinners, and corporate meetings.

The Events & Client Services Coordinator will have a clear understanding of museum best practices required to align the diverse and often complex requests from clients, and to clearly communicate and anticipate their needs while satisfying the needs of the Museum to ensure the safety of the Reynolds Museum collection and ensuring a high quality of service.

Key Responsibilities of this role include, but are not limited to:

• Manage the daily operation of the Advance Ticketing Management System (ATMS) operations software, processing client requests, payments, and generating reports.
• Participate in the development and presentation of events that align with the Museums goals, ensuring that visitor experiences are safe, educational, fun, welcoming, authentic, and reflect the Museum's four themes.
• Ensure that both internal and external clients are provided advice, guidance, and direction to select program options that meet their needs, guaranteeing exceptional customer service.
• Provide leadership in the ongoing review and development of policies to ensure the Events and Client Services area adheres to the Museum standards set by the Province of Alberta.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies: 

https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

The Events and Client Services Coordinator must be able to apply the following competencies:

• Agility: Proactively incorporates change into processes.
• Drive for Results: Works to remove barriers to outcomes, sticking to principles.
• Build Collaborative Environments: Collaborates across functional areas and proactively addresses conflict.
• Develop Networks: Leverages relationships to build input and perspective.

Qualifications

Bachelor's degree in Sociology, Event Management, Hospitality, Business Administration, or related field plus 2 years progressively responsible related experience; equivalencies to be considered as described below.

Requirements

• Proven experience in event planning, client services, and administration, preferably in a museum or cultural institution. 
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively. 
• Excellent communication and interpersonal skills, with the ability to build relationships with clients and staff. 
• Proficiency in Microsoft Office Suite and event management software. 
• Ability to work flexible hours, including evenings and weekends, as required.
• Minimum of five years experience with ATMS point of sale system. Experience with similar booking programs will be considered.

Assets

• Budget management
• Knowledge of museum operations, policies, and procedures. 

Equivalency:

Directly related education or experience considered on the basis of: 

• 1 year of education for 1 year of experience; or 
• 1 year of experience for 1 year of education

A cover letter outlining how your experience, skills and knowledge relates to the qualifications of this role in required.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. 

Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

Hours of work are 36.25 hours weekly, with some required weekends and stat holidays.

Applicants are advised to provide a cover letter summarizing information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience, and relevant examples of required competencies. 

In your resume, please include dates (including months and years) associated with all education and work experience. Also, please indicate whether your work experience is casual, part-time, or full-time.
Your cover letter and resume will be used as a screening tool to assess your written communication. An additional written assignment may be used as part of the screening process.

Final candidates will be required to undergo a security screening. 

What we offer:

• Working for the Alberta Public Service – https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx
• Public Service Pension Plan (PSPP) – https://www.pspp.ca
• Leadership and mentorship programs
• Professional learning and development
• Positive workplace culture and work-life balance
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreements
• Research Alberta Public Service Careers tool –https://researchapscareers.alberta.ca