Summer Accommodations, Front Desk Assistant, Ancillary Services

Description

Ancillary Services is currently seeking 4 Recurring Part-time Summer Accommodations, Front Desk Assistants.

This position is seasonal and will commence May 4 and end approximately August 15, 2025, an estimate workload of 20 to 35 hours/week, based on demand. Working hours arrange is from 7am to 11pm.

Reporting to the Front Desk Manager, Campus Service Centre. This position will provide outstanding customer service to internal and external guests at the Summer Accommodation Front Desk. Under general supervision, the incumbent is responsible for front desk reception, cashier duties, data entry, report generation, reservations and general concierge services.

The successful candidate will be able to learn skills quickly and demonstrate initiative in completing tasks and meeting customer and departmental requirements.  The Front Office Assistant shifts can be variable but will include shifts occurring days, evenings, weekends and holidays.  Shifts will be adjusted to meet guest reservation volume.

Summary of Key Responsibilities (job functions include but are not limited to):

• Adhere to all policies and procedures for the Campus Service Centre and the University of Calgary.
• Ensure smooth and efficient operation of the Front Desk.
• Handle guest complaints and comments in a professional manner and provide follow up to colleagues and leaders.
• Provide concierge services.
• Arrival and departure duties including, friendly and efficient Guest registration, adhering to policies and ensuring guest satisfaction.
• Ensure the safety and well-being of our guest by maintaining knowledge of crisis and emergency procedures.
• Submit maintenance request for non-urgent issues.
• Participate in efficient pre-arrival, arrival, departure and overall experience of guests.
• Ability to answer all front desk inquiries.
• Demonstrate the ability to work affectively under pressure and handle sensitive guest related situations.
• Present a professional image including appropriate grooming and be a strong team player with excellent communication and observational skills.
• Ability to perform prolonged computer use and lifting/handling luggage for storage.
• Responsible for cash float, banking transactions and accurate cashiering duties.
• Responsible for closing and balancing batch at the end of shift.
• Accurately post all guest room rate and incidental charges.
• Audit guest accounts and review daily transactions for accuracy and completion.
• Follow up on account status to ensure payments have been received in a timely manner.
• Prepare group welcome packages and key bags for group and satellite arrivals.
• Maintain business confidentiality when handling guest inquiries and records.
• Respond to customer inquiries in-person, via telephone and through e-mail in a professional and courteous manner.
• Proper tagging and storage of luggage.
• Maintain an organized and clean work environment.
   

Qualifications / Requirements:

• Previous experience in a front facing customer service role required.
• A sound knowledge of the university campus, specifically Residence complex, available facilities and surrounding area is preferred.
• Professionalism, patience, flexibility, telephone and service etiquette skills are essential.
• The ideal candidate will possess problem solving skills that will ensure customer satisfaction.
• Proficient computer skills in Microsoft word and excel as well as demonstrate the ability to learn additional software as required for department operation.
• Attention to detail is imperative.
• Ability to work a variety of shifts.
• Independent worker with excellent communication skills.
   

Application Deadline:  March 24, 2025

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 1.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website. 

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.