Housing and Conferences Assistant

Mount Allison acknowledges, honours, and respects that the land named Sackville, NB is part of the unceded territory of the Mi'kmaq People who are the historic inhabitants, custodians, and dwellers on the land where our University is built and confirms its commitment to strengthening relationships with all Indigenous people.

Position title: Housing and Conferences Assistant
Department: Administrative Services
Type: Full-time continuing
Opportunity type: Non-academic
Classification: MASA Grade 7
Salary range: $51,815 to $56,943 per annum
Supervisor's title: Housing, Conference and Events Services Manager
Posted date: March 24, 2026
Closing date: April 6, 2026

Position description

Reporting to the Manager of Housing, Conference & Event Services, the Housing & Conferences Assistant plays an integral role in providing exceptional and professional customer service to prospective and current students and parents throughout the application, room assignment and residence experience. Operating in a fast-paced environment, this position markets the benefits of residence living to prospective students and parents through written, telephone and in person communication and coordinates and administers applications for residence accommodation for new students, room draw for returning students and all room assignments. This position is also responsible for the coordination of summer conference guest accommodations, registrations, keys and card access, daily deposits and other conference services requirements throughout the year.

Position Responsibilities

Housing Services

• Coordinate the StarRez residence portal application process for new students and process residence room assignments including communication by letter, phone and email with parents and prospective students
• Know and communicate the benefits of residence life to prospective students/parents during open houses and by responding to inquiries; and respond to student inquiries about their residence accommodations
• Assign rooms and roommates in doubles and resolve conflicts related to room assignments with new students and parents, and maintain the on-line waitlists for new students
• Work with the Meighen Centre to coordinate assignments for students with special accommodation needs
• Organize and coordinate three room draws for students returning to residence in StarRez portal
• Coordinate the accommodation needs of the stay between semester students
• Coordinate early arrivals and departures
• Process room move requests in consultation with Residence Dons and Residence Life
• Maintain the on-line room inventories
• Maintain records of room changes, withdrawals and refunds to ensure proper billing on student accounts
• Troubleshoot issues with StarRez portal
• Maintain meal plan information and Mountie Money in netZcore
• Coordinate the parking pass and heater loan programs
• Reconcile house accounts and produce reports as required
• Assess maintenance request work orders for deficiencies and damages in residence rooms and monitor the day to day progress and satisfactory completion of residence work orders
• Coordinate damage charges on student accounts with Financial Services
• Maintain student and housing storage rooms, manage access and safety
• Monitor residence access and security involving keys and cards (Salto) and manage key inventory
• Maintain first aid kits and other house supplies
• Maintain the Housing web site

Conference & Event Services

• Coordinate summer conference guest accommodation requests and the on-line guest registration process for check-in and check-out
• Prepare arrival and departure reports for the conference office, during the summer season
• Complete the conference daily sales reconciliations
• Maintain key inventory and card access for summer conference use
• Provide assistance and training to student summer conference staff on card access using Salto and reservations using StarRez
• Assess any damages to residence facilities by conference guests, notify Housing Conferences and Events Manager
• Monitor work orders for repairs to residence rooms through the summer months
• Assist in the reconciliation of custodial, food, bar, A/V, event security, bookings and other costs associated with conferences
• Reconcile petty cash disbursements
• Supervise and schedule four or more students working in the summer conference office
• Maintain the Conferences web site

Other

• Perform other duties as assigned.
• This position serves as backup for facility bookings using 25Live in the absence of the Coordinator, Events & Summer Camps

Qualifications/skills

• A minimum of two years of post-secondary education, or equivalent work experience along with strong working knowledge of database software programs
• At least two years related work experience in housing or customer service
• Familiarity with residence life in a university setting and experience in the hospitality industry are assets
• Excellent communication and interpersonal skills with a proven focus on customer service and conflict resolution
• Excellent organization/prioritization skills and attention to detail
• Ability and enthusiasm to manage time in a fast-paced work environment with competing deadlines and multiple tasks
• Strong accounting skills
• Ability to work independently and as part of a team are required
• A high degree of professionalism and confidentiality
• Strong working knowledge of MS 365 suite and webpage administration
• Experience with the StarRez software, Salto software, NetZCore and 25Live is an asset
• Ability to operate a golf cart
• Ability to occasionally lift and move objects of up to 20 kg
• Ability to work flexible hours including nights, weekends and holidays at certain times of the year• Ability to maintain a clean criminal record check and vulnerable sector check over time

If you are interested in the challenges and opportunities this position has to offer, we want to hear from you! Please submit a resume and cover letter by uploading them using the submission link provided below. Documents should be submitted in PDF format and clearly labeled with your full name.

Only those already eligible to work in Canada need apply. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Application materials will be collected for recruitment purposes only and handled in accordance with the University's privacy and records-management practices. If you experience any difficulty accessing the link, please contact [email protected] for assistance. Review of applications will begin on April 6, 2026.

Submit Résumé and Cover Letter

Mount Allison is committed to diversity and inclusiveness. We encourage applications from members of racialized communities, Indigenous persons, persons with disabilities, and persons of all sexual and gender identities. We seek candidates with qualifications and knowledge to contribute specifically to the further diversification of our campus community.

At Mount Allison, we are committed to ensuring your interview experience is as comfortable and accessible as possible. If you require any accommodations or adjustments during the interview process, please do not hesitate to inform us. Your needs are important to us, and our dedicated team is here to support you by reaching out to People and Culture at [email protected]

Visit our website at www.mta.ca/employment for other employment opportunities at Mount Allison University or to register to receive e-mail notification of new opportunities.