Rental & Scheduling Coordinator (TERM)

Date Posted: 07/15/2026
Req ID: 49383
Faculty/Division: Faculty of Kinesiology & Physl Ed.
Department: Faculty of Kinesiology & Physl Ed
Campus: St. George (Downtown Toronto)
Position Number: 00034130
Existing Vacancy: Yes

Description:

About us:
The University of Toronto's Faculty of Kinesiology and Physical Education is globally recognized for developing and advancing knowledge about the interactions of physical activity and health through outstanding undergraduate and graduate education programs, cutting-edge research and the delivery of sport, recreation and high performance athletic opportunities for students, staff, faculty and community members across the three campuses. In achieving this vision, the Faculty is guided by values of integrity, respect, equity and diversity. kpe.utoronto.ca

Your opportunity:
The incumbent provides a broad range of administrative support services, including coordinating and scheduling facility bookings; responding to inquiries from faculty, students, university employees, community partners, rental clients, and members of the public regarding facility availability and reservations; preparing correspondence, reports, invoices for external rental clients, and internal chargeback documentation; maintaining administrative records and databases; entering and managing detailed information within the FUSION electronic registration system; updating website content; and distributing rental information, rate updates, and related communications through electronic mailing lists and listservs.

Your responsibilities will include:

• Acting as the first point of contact for rental-related enquiries.
• Building and strengthening relationships with stakeholders and partners of strategic importance.
• Providing guided tours of facilities to clients, analyzing client needs and making recommendations on event logistics and options.
• Liaising with internal contacts to resolve problems and confirm schedule for production activities and rentals.
• Preparing service contracts and invoices using templates while ensuring contracts and agreements are consistent with University standards and guidelines.
• Conducting post-rental event evaluation, analysis and recommendations for changes.
• Analyzing administrative processes and procedures and recommending changes for improvement.
• Processing payments and providing close-out documentation.

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Three years administrative experience, preferably in a university setting or a sporting event/facility setting
• Three years demonstrated experience using scheduling software
• Three years demonstrated experience with rental coordination and contract administration
• Ability to deliver high quality work in an environment of overlapping, time-sensitive tasks
• Demonstrated accuracy and attention to detail
• Ability to exercise discretion and good judgment when handling client relations in high pressure environments
• Proven ability to collaborate and work effectively within a team and independently
• Excellent customer service skills

Assets (Nonessential):

• Familiarity with high performance sport is a strong asset.

To be successful inthis role you will be:

• Communicator
• Cooperative
• Organized
• Patient
• Tactful

Closing Date: 07/23/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term: This is a term position ending in January 2028
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $72,119. with an annual step progression to a maximum of $92,226. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Facilities/Ancillary Services

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

Job descriptions are available upon request for internal applicants.