Administrative Officer, Ticketing Services; Term-Certain

Administrative Officer, Ticketing Services (Term-Certain) Please see Special Instructions for more details.

Strong internal candidate.

Position Information

Position Title

Position Title Administrative Officer, Ticketing Services (Term-Certain)

Position Summary

Are you looking for a permanent position with some flexibility of hours? The Term-Certain 0.286 Administrative Assistant role offers a wide variety of tasks and responsibilities and may be the perfect fit for you. We welcome you to the Ancillary and Sport Services team!
In the Division of Ancillary and Sport Services the Administrative Assistant provides direct support to the Director, Manager, Coordinators, and Administrative Officers. Within a customer service-oriented environment, the incumbent is responsible for providing reception, information services, maintaining the filing system, monitoring, and maintaining supplies, coordinating meetings, providing administrative support, and supporting client needs.
This position is also solely responsible for administrating all aspects of RDP’s ticketing services including technology, account services, financial reconciliation, invoicing, and in-person and online customer service support. It is expected that the incumbent is well organized and possesses excellent time management skills. Ticketing Services plays a critical role in the delivery of events and performances in a variety of facilities across the institution and supports the divisions revenue-generating goals.

Position Responsibilities

RDP Ticketing Services Administration

• Creates and maintains all ticketed events in the system based on individual client needs.
• Creates the client reconciliation statement based on system reports and submits according to financial processes.
• Manages all internal and external user-profiles and access for the ticketing system.
• Responds and resolves all customer inquiries and issues in a proactive and timely manner.
• Troubleshoots all issues.
• Books all RDP Ticket related meetings and rooms and records minutes for each meeting.
• Creates FAQs for the website and customer service materials.
• Reconciles the monthly financial reports and invoices from the third-party ticketing technology provider.
• Provides training to box office and hospitality staff.
• Supports all RDP Athletics ticketing needs.
• Organizes and schedules meetings, including contacting participants, booking rooms, ordering catering, and arranging for parking as required.
• Attends and prepares committee meetings, including recording and distributing minutes, agendas and other relevant information to committee members and other meetings as requested.
• Responds to internal and external inquiries ensuring that information is accurate and if needed, individuals are re‑directed to the correct person or department for service or support.
• Provides excellent customer service and ensures confidentiality in all interactions.
• Makes travel arrangements for the Director and other department staff as well as assists with conference/workshop/professional development registration.
• Hiring Support – including postings, contract letters, orientation packages, information submissions to payroll and IT.
• Updates key Divisional documents as needed (organizational charts, workflows, diagrams, etc.).

Accounting Administration

• Prepares purchase requests, orders, cheque requests, petty cash vouchers, and travel and expense claims with accuracy and proper signatures.
• Runs monthly budget queries for every ANSS budget and enters data on tracking sheets.
• Assists with reconciling purchase orders and ensures invoices are submitted to Finance.
• Reconciles Director VISA statements to receipts and submit to Finance.

Required Qualifications

• Two (2) years of post‑secondary training, completion of a community college certificate including trades apprenticeships or equivalent.
• 2 – 3 years experience
• Proficiency in word processing, spreadsheets and scheduling applications using Microsoft Office 365 (Outlook, Teams, SharePoint, Forms)
• Previous experience in providing service to the public in an office setting
• Experience tracking and monitoring expenses and budgets
• Excellent interpersonal skills
• Demonstrated excellent written and…