Reservation Specialist

Creighton University's Student Life is hiring a Reservation Specialist to support Conference & Event Services.

Responsible for scheduling event requests and reserving rooms, provides oversight and use management of over 200 event and academic spaces, with a focus on large-scale, high-volume times such as Summer Preview, Bluejay Visit Days, summer camps and conferences, Move-In, Creighton Days, Mission and Finals week. Work directly with clients (student organizations, faculty, staff, alumni, external groups, etc.) for successful arrangement of location, pricing, set-up, dining, and catering requests. This position is the main point of contact for all clients and is responsible for communicating the clients' requests to campus partners. Will oversee special projects.

This is a full-time, hourly position working on campus.

Responsibilities:

• Scheduling/Reservations: This position processes event requests into various reservation software (e.g. 25Live, Social Tables, StarRez) and coordinates logistical space usage. Maintains the reservation scheduling systems so all users can see accurate information and availability. This role is considered the expert of campus space functionality and maintains thorough knowledge of event space usage, services, and set-up capabilities.
• Client Support: Helps campus partners to reserve community spaces and provide additional resources. Supports student organizations and guests by providing insight and advice for set-up needs, logistical concerns, and best practices for appropriate room usage. Execute the pricing of contracts to include all set up, rental, and room fees. Confirm reservation status and needs prior to event, as well as follow up to ensure client satisfaction.
• Organizational/Logistical Support: Assist in contract creation, invoice creation and room setups. Maintain records of all Regular Event groups and proposed space reservations up to 3 years in advance. Monitors event requests, identifies high volume timeframes, and troubleshoots requests for conflicting. Notification and enforcement of rules and regulations specific to university contracting including insurance requirements, exclusive food service rights, alcohol permitting, and ticketing requirements. Meets weekly with Sodexo and catering vendors to ensure accurate event set-up and menu requests are met.
• Summer Conferences: Spearheads summer camp and conference reservation management leading up to and throughout the duration of stay. Oversee bookings, coordinating client needs with internal and external vendors such as card services, campus dining, housing staff, shuttle services, campus parking, laundry services, and more.
• Special Projects Coordination: Oversee Reservations & Conferences including the management of Welcome Desks in the Student Centers, which includes recruiting, selecting, supervising, and evaluating a team of approximately 30 student workers. An alternative special project is overseeing the Food Trucks program, which involves coordinating food truck reservation requests, space bookings, communicating event requirements, and providing logistical support.
• Division of Student Life Support: Maintain facility usage records; constructs and submits daily operations reports and schedules; provides training on the event reservation system; and writes monthly reports.

Qualifications:

• Associate degree plus 2 years of experience required.
• Must be able to collaborate with clients, external vendors, and other departments with the goal of effectively resolving issues and concerns. Diplomacy is a must.
• Ability to prioritize, manage, and respond to multiple requests in a fast-paced environment with tight deadlines.
• Exceptional attention to accuracy and detail of event requests, with the ability to compile data and create reports.
• Critical thinking and creative problem-solving skills to determine the best use of space, time, and resources for event requests.
• Proficient in organizational technology systems: Word, Excel, 25Live. Experience with CRM and event management software platforms (25Live, EMS, CVENT, StarRez, etc.) is a plus.
• Ability to work occasional evenings and weekends in support of major campus or University events.
• Commitment to the Catholic, Jesuit mission of Creighton University.