Venue Business Administrator, University Theatre Services, Faculty of Arts University of Calgary Canada

Venue Business Administrator, University Theatre Services, Faculty of Arts


Job ID: 17220

Updated: January 8, 2019

Location: Main Campus


Position Overview

University Theatre Services in the Faculty of Arts is currently seeking a Full-time Regular Venue Business Administrator .

Working for University Theatre Services (UTS), a division of the School of Creative and Performing Arts (SCPA), the Venue Business Administrator is responsible for the financial transactions related to all client events in SCPA venues. There are over 600 internal and external client bookings per year. This position reports to the Manager, Venue and Client Relations.


Position Description

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

  • Coordinating all UTS event finances.

  • Handling all financial transactions correctly and in a timely manner.

  • Establishing and maintaining excellent lines of communication between clients and staff.

  • Communicating regularly and accurately with clients and staff.

  • Providing an excellent experience for clients using our theatre facilities and services.

  • Treating clients and staff in a professional manner in person, over the phone, via fax or e-mail communication.

  • Working in cooperation with other members of the UTS office staff.

  • Maintaining office organization and operational efficiency


Financial Administration

  • Reconciling daily ticket sales with cash deposits and Moneris sales receipts

  • Creating financial Excel spreadsheets

  • Inputting information, as it develops, into the university’s Peoplesoft accounting software

  • Depositing daily revenue from lease deposits, event concession, box office, and any other sales

  • Submitting deposits to the Cashier Office for processing

  • Organizing cash floats for Front of House


Post Event Administration

  • Collecting event Running Charge Sheets, comparing the ledger, and reviewing for accuracy

  • Solving problems as necessary and notifying the Venue and Client Relations Manager of any discrepancies

  • Generating and sending invoices or payment requisitions.

  • Preparing and submitting all fund transfer requisitions.

  • Tracking the status of client bookings and financial processes

  • Tracking client payments within prescribed timelines

  • Pursuing delinquent accounts

  • Sending payment requisitions to the university’s accounting department for processing

  • Ensuring copies of all relevant financial paperwork are put into the event folder


General Office Administration

  • Ensuring office organization

  • Assisting with reception duties as required, including: assistance with walk-in inquiries and directing incoming calls to appropriate departments

  • Assisting with other duties and responsibilities as required


Qualifications / Requirements:

  • Business Degree or equivalent education

  • Minimum of 2 years of bookkeeping / daily accounting experience

  • Proven cash handling and deposit experience

  • Proven customer service skills

  • Proven ability to work independently and on a team

  • Proficient computer skills using Microsoft Office (Word, Excel) and other businesssoftware

  • Excellent verbal and written communication skills

  • Excellent time management and organizational skills

  • Experience with PeopleSoft would be considered an asset


Application Deadline:  January 24, 2018

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.


Additional Information

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

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Faculty of Arts visit Careers in the Faculty of Arts.


About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

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