Reservation Specialist

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 student organizations, faculty, staff, alumni, and external groups for successful arrangement of location, pricing, set-up, dining, and catering requests and is the main point of contact for all clients and is responsible for communicating the clients' requests to campus partners. Will also oversee special projects.

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

Responsibilities:

• Scheduling/Reservations: This position receives, processes, and inputs event requests into various reservation software (e.g. 25Live, Social Tables, StarRez) and coordinates logistical space usage. Maintain and update 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. This role ensures proper usage of space and shares expectations to others.
• Client Support: Helps campus partners in reserving community spaces and provides additional resources when necessary. This role supports student organizations and non-Creighton guests in their pursuit of community building 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. They will also confirm reservation status and needs prior to event, as well as follow up with client satisfaction.
• Organizational/Logistical Support: Supports logistical and operational functions of events by assisting in contract creation, invoice creation, reservation management (room setups, etc.), and other necessary duties. Maintain records of all Regular Event Status groups and proposed space reservations up to 3 years in advance. Communicate with clients to guarantee future business, and update requests/provide input as necessary. Monitors event requests, identifies high volume timeframes, and troubleshoots requests for conflicting. Responsible for notification and enforcement of rules and regulations specific to university contracting including insurance requirements, exclusive food service rights, alcohol permitting, and ticketing requirements. Additionally, this position meets weekly with Sodexo and catering vendors to ensure accurate event set-up and menu requests are met.
• Summer Conferences: This role 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: This role will be assigned various special projects to oversee, which will be divided between the two Reservations Specialist positions and assigned by the Assistant Director of Reservations & Conferences. One of the primary special projects to be assigned includes 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; and writes monthly reports. Provides training on the event reservation system to campus partners, students, and staff with viewing capabilities.

Qualifications:

• Associate degree
• 2 years of related experience
• Ability to work occasional evenings and weekends in support of major campus or University events.
• Proficient in organizational technology systems: Word, Excel, 25Live. Experience with CRM and event management software platforms (25Live, EMS, CVENT, StarRez, etc.) is a plus.
• 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.

Skills

• 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.
• Commitment to the Catholic, Jesuit mission of Creighton University.