Position Title: Office Coordinator, Conference Services
Department: Conference Services
Position Type: Full-time
Classification: MPE Band B
Salary Range: $43,660-53,352 (37.5 hours/week)
Posting Date: July 16, 2025
Closing Date: July 25, 2025

Position Description

Reporting to the Manager of Conference Services, the Office Coordinator plays a vital administrative and customer service role within the Conference Services department, acting as the central point of contact for internal and external inquiries. This position ensures the smooth daily operation of the office through scheduling support, event documentation, data entry, and communication coordination. With a strong focus on detail and organization, the Office Coordinator maintains KX bookings, tracks event logistics, supports financial processes such as invoicing and deposits, and assists with the preparation of contracts and correspondence. This role requires excellent interpersonal skills, the ability to prioritize multiple tasks in a dynamic environment, and a commitment to delivering exceptional service to clients, guests, and campus partners. The Office Coordinator contributes to the overall success of Conference Services by supporting the planning and execution of high-quality events across campus year-round.

Key Responsibilities

• Provide front line customer service and office administration support
• Process payments, invoicing, deposits, and assist with billing and financial statements
• Maintain office supplies, equipment, documents, and policies
• Attend team meetings, record action items, and support UKG in manager/supervisor absence
• Monitor conference services inbox and support clear client communication with event coordinators
• Coordinate routine bookings with other campus units (exams, education bookings)
• Conduct post-event analysis and participate in Event Review Committee meetings
• Create and post social media content with the manager and marketing associate
• Support high-volume events and help train new hires on KX/Pulse systems
• Generate facility usage, event, and market research reports as needed
• Assist with special projects and other duties as assigned

Qualifications

• A University degree in Business or equivalent
• Preference will be given to candidates with 3 or more years experience in a similar role. Experience in a University environment will be considered an asset
• Strong organizational skills, excellent interpersonal skills, experience working with and communicating to customers a must
• Strong work ethics and success at working in a team environment
• Excellent written and oral communication skills
• Ability to multi-task and follow-up with an eye for detail
• MS office suite (Excel, PowerPoint, Word) experience helpful

To apply for this opportunity, click the "Apply Now" button and upload your cover letter, resume and references.

StFX is located in Mi'kma'ki, the ancestral and unceded territory of the Mi'kmaq People.

Our institution is committed to upholding the values of equity, diversity, inclusion and accessibility. We encourage applications from members of groups that have been historically disadvantaged and marginalized, including Indigenous persons (especially Mi'kmaq), racialized persons (especially African Nova Scotians), persons with disabilities, those who identify as women and/or 2SLGBTQIA+ and any others who would contribute to the diversity of our community. Please note that all qualified candidates are encouraged to apply; however, applications from Canadians and permanent residents will be given priority.

We are also committed to the elimination of barriers to participation for persons with disabilities. Should you require an accommodation during the recruitment process, please contact People and Culture at [email protected] or 902-867-5038.

About St. Francis Xavier University

Established in 1853, St. Francis Xavier University (StFX) is consistently recognized as one of the best universities in Canada. StFX exceeds the needs of today's undergraduates by providing the very best academic experience -- outstanding teaching, exceptional hands-on research opportunities, and global exchanges -- all within Canada's most vibrant and inspiring residential campus. Here, the focus is on the academic and personal development of every student, making community and social engagement a large part of the learning experience. Our students are academically strong and highly engaged in every aspect of life, determined to make a positive impact on the world.

In 2022, Maclean's annual university rankings put StFX #1 in student satisfaction and #2 in reputation across Canada in the primarily undergraduate category. For more, visit www.stfx.ca.

About Antigonish, Nova Scotia

The beautiful and historic town of Antigonish is located within the northeastern corner of Nova Scotia. Only a 15-minute drive from the ocean and a two-hour drive to major urban centres, Antigonish is a family-friendly community with a diverse and growing population and provides access to excellent education at all levels. The town is surrounded by rolling countryside and beautiful beaches and is a hotspot for outdoor recreation, sports and other active lifestyle activities. Antigonish supports a vibrant culture in the arts with music, performing arts, visual arts and crafts, and fabulous festivals happening throughout the year. For more information visit www.townofantigonish.ca or www.visitantigonish.ca.