Job Description
Current Vacancy
Ancillary Services – Union (USW Local 1998)
Posting Date: May 27, 2026
Closing Date: June 11, 2026
Position Title: Senior Theatre and Events Coordinator
Pay Scale Group: USW Pay Band 11
Department: Ancillary Services
Pay Rate: $74,130 with an annual step progression to a maximum of $94,801
Type of Appointment: Term (1-year)
Normal Work Schedule: Full-time, Monday to Friday, 10 am–6 pm with some weekend availability required
Victoria University is committed to equity in access to employment and a diverse and inclusive workplace. The University encourages applications from racialized persons/persons of colour, women, Indigenous peoples, persons with disabilities, 2SLGBTQI+ persons, and others who may contribute to the further diversification of ideas. If you require accessibility accommodation, please contact the Human Resources Department vic.hr@utoronto.ca.
Purpose:
Under the supervision of the Acting Director, Hospitality and Ancillary Services, the Senior Theatre and Events Coordinator is responsible for the everyday operation of the Isabel Bader Theatre, Film Shoot Coordination and overall site audio visual support on the Victoria University campus. The incumbent supervises student technicians, and student front of house staff and IATSE on-call technicians.
The incumbent coordinates internal and external events in the theatre, handling customer inquires, developing and maintaining excellent relations with customers, managing reports, preparing contracts and invoices, tracking payments, scheduling and supervising staff, keeping the event orders accurate and communicating and coordinating event details with internal departments, operational partners, external service providers, and union representatives, as applicable. The incumbent is responsible for nurturing client relationships to generate revenue growth and position Events Victoria as a destination venue.
The incumbent is also expected to provide on-site operational support during events, including real-time event coordination and oversight in the theatre. This role requires a strong on-the-ground presence during performances and events and may involve evening and weekend work, as required to support operations and maintain a high level of client service.
Qualifications Required:
Education
Bachelor’s Degree (in a related field e.g. Theatre or Arts Administration) or equivalent combination of education and experience.
Experience
Minimum 3 years of experience in stage management, theatre administration and performing arts venue operations. Experience planning, producing and executing events, and all associated financial activities (preparing quotes, invoicing, A/R, etc.) is required. Experience building and nurturing client relationships to promote revenue growth. Past experience working with IATSE and/or other union groups representing theatre/film professionals is required.
Other:
Excellent customer service skills. Knowledge of the University environment an asset. Thorough knowledge of theatre equipment and technical operating systems. Solid accounting knowledge. Strong computer and keyboarding skills, with proficiency in Microsoft Office. Strong Communication, negotiation, multi-tasking, and problem-solving skills. Knowledge of the A.G.C.O. laws an asset. Solid understanding of SOCAN regulations. Knowledge of the Health and Safety Act. Demonstrated skills and experience working in and supervising staff in a unionized environment. Solid understanding of Employment Standards Act.
Duties:
Bader Theatre Operations
• Receives all theatre event inquiries, arrange site tours and ensure all client needs addressed
• Effectively schedules staff for the theatre, reflecting the needs of the client and theatre
• Provides theatre staff with instructions for each event
• Ensures that the time sheets for the staff are filled out correctly and hours are submitted to accounting for payroll purposes.
• Is responsible for recommending candidates for employment in the Isabel Bader Theatre
• Ensures payroll, H&S, Procedure and Policy changes are communicated to the staff of the theatre.
• Provides feedback on performance of theatre staff, specifically on call staff and student/casual staff.
• Collects and reads shift reports from staff in the theatre
• Schedules and monitors cleaning for theatre
• Performs spot checks and safety inspections in the theatre for cleanliness, safety, vandalism, etc.
• Schedules and coordinates major and minor upgrades and repairs with the Manager based on current theatre schedule and needs.
• Ensures that staff attend relevant training and development sessions
• Ensures that the health and safety policy are followed
• Ensures that the Liquor License Act is followed
• Attends and re-certifies as needed in WHMIS, First Aid, and other required training sessions related to this position
• Promotes and maintains standards for security in the theatre
• Communicates and promotes good relations with other Coordinators/Managers in the theatre community
• Researches and recommends new supplies, inventory, and equipment to the Manager
• Interacts with staff in other departments as needed
• Prepares all paperwork related to SOCAN and other fees related to the operation of the theatre
Film Shoot Coordination
• Answers inquiries and provides detailed quotes and contracts, including all internal approvals
• Ensures that appropriate insurance is in place for the protection of Victoria University property
• Conducts technical tours with appropriate Victoria University staff and clients as needed
• Keeps current with film shoot regulations for UofT, City of Toronto, and Province of Ontario
• Develops and maintains relationship with the OMDC and various production companies to ensure growth of film shoot revenue
• Communicates film shoot details to the Victoria University community
• Trains and schedules film shoot coordination staff
Responding to Customer Enquiries and Needs
• Answers telephone calls, emails, and faxes in a punctual manner
• Ensures that clients are provided with information about the Isabel Bader Theatre, Victoria University catering, etc.
• Provides advice to clients who are booking events
• Provides estimates for clients
• Confirms reservations; sends confirmations, contracts and deposit information to clients
• Conducts site tours with clients
• Follows up with the client after the event and follows up on concerns
• Prepares quotes and contracts for potential and booked events
Communication
• Uses computerized booking systems to enter food orders and room bookings
• Ensures that the client’s needs are communicated to the Bader Theatre Staff, Food Services, Housekeeping and Physical Plant through food orders and work orders
• Coordinates additional charges (i.e. parking, etc.) through appropriate departments
• Ensures that any changes are communicated to various departments
• Creates and updates content for parts of the Event and Space Management section of the Victoria University website.
• Ensures that Security receive a copy of the IBT schedule and that they are informed as to what events are taking place and are provided with relevant security notes.
• Attends departmental meetings
Accounting
• Invoices clients, collects payments, and follows up on accounts
• Provides management and senior management with various reports upon request regarding accounts for the theatre
• Maintains tracking history of rental through financial reports including breakdown of staffing, facility, and food charges
• Reconciles accounts
TO APPLY:
Internal Candidates: Please visit https://www.vicu.utoronto.ca/careers/ and click Internal Opportunities to login and apply.
External Candidates: Please visit https://www.vicu.utoronto.ca/careers/ and click External Opportunities to apply.
Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.
