Reservation Systems Administrator

Reservation Systems Administrator

Under the direction of the Senior Production Manager, the Reservation Systems Administrator supports the day-to-day operation of the BFA Film Department's equipment reservation and inventory management system. This entry-level professional position works closely with students, faculty, and staff to coordinate equipment reservations, maintain accurate inventory records, assist with equipment checkout and returns, and provide training and support for Cheqroom. The Reservation Systems Administrator helps ensure efficient Production Office operations while providing responsive, professional customer service to the Film Department community.

At BFA Film, students begin making a film in their first week. They make four short films by the end of freshman year. Sophomores and Juniors are responsible for completing one or two films for class assignments and delivering a final film by the end of the spring semester. Seniors are encouraged to shoot their thesis films during the fall semester, allowing time for post-production and final delivery of the thesis film one month before the end of the spring semester. Freshman, Sophomore, and Junior student final films will have a chance to be screened in a student-curated show, followed by thesis film presentations on our big screen at SVA Theatre.

Duties and Responsibilities

• Administer and maintain the Film Department's Cheqroom equipment reservation and inventory management system, ensuring accurate inventory records and equipment availability.
• Coordinate equipment reservations for students, faculty, and staff; resolve scheduling conflicts and ensure compliance with departmental policies.
• Assist students and faculty in selecting appropriate equipment packages based on production needs and equipment compatibility.
• Review reservations to identify equipment conflicts, missing accessories, or incompatible equipment and recommend appropriate solutions.
• Assist on the Production Office floor with the preparation, packing, checkout, inspection, and return of professional film production equipment.
• Maintain equipment inventory records, including descriptions, photographs, specifications, replacement values, insurance information, and related asset data.
• Configure equipment reservation schedules, booking windows, user permissions, and system settings within Cheqroom.
• Train students, faculty, staff, and student employees on the proper use of Cheqroom and departmental equipment reservation procedures.
• Train and provide day-to-day guidance to part-time student employees working with equipment reservations and returns.
• Communicate equipment availability, reservation schedules, possible conflicts, policy updates, and operational information to students, faculty, student employees, and Production Office staff.
• Verify equipment replacement values for insurance purposes and advise students of insurance requirements when reservations exceed established coverage thresholds.
• Generate reports related to equipment utilization, reservation trends, and inventory to support operational planning.
• Collaborate with software vendors and departmental staff to troubleshoot issues, implement system updates, and improve reservation workflows.
• Recommend equipment purchases and reservation system improvements that support departmental operations.
• Perform other job-related duties as assigned.

Minimum Qualifications

• Bachelor's degree in Film Production, Media Arts, Communications, Information Technology, or a related field.
• One (1) to three (3) years of experience supporting equipment operations, inventory management, customer service, film production, higher education, or a related environment. Relevant internships, graduate assistantships, or student employment may be considered.
• Experience working with computer software and the ability to learn new technology platforms quickly.
• Strong organizational, communication, and customer service skills.

Preferred Qualifications

• Experience using Cheqroom or a comparable cloud-based equipment reservation and inventory management system.
• Familiarity with WebCheckout, the department's legacy reservation system.
• Experience working in a film production program, equipment rental facility, or higher education environment.
• Experience training users on software applications or operational procedures.
• Experience training or providing day-to-day guidance to student employees or part-time staff.
• Familiarity with equipment inventory management, asset tracking, and production office operations.

Knowledge, Skills and Abilities

• Working knowledge of professional digital cinema cameras, lenses, lighting, grip, electrical, audio, and camera support equipment.
• Ability to use Cheqroom effectively and to learn new software applications and adapt to changing technologies.
• Strong organizational skills and attention to detail.
• Ability to identify equipment compatibility issues and resolve reservation conflicts.
• Strong customer service and interpersonal skills, with the ability to communicate effectively with students, faculty, staff, student employees, and vendors.
• Ability to prioritize multiple responsibilities in a fast-paced academic production environment.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Ability to work independently and contribute effectively as part of a collaborative team.

Physical Requirements

• Location: 209 East 23rd Street, 5th floor, New York, NY 10010
• Schedule: 11:00 - 7:00 pm, Monday - Friday, Onsite
• Flexibility: Adaptable to schedule or location changes; available for overtime during campus events, peak operational needs, or emergencies.
• Remote Work Policy: This is an on-site role; remote work accommodations are rare and permitted only on an occasional, pre-approved basis, requiring adherence to all standard department communication protocols and methods. Employees will be required to maintain the same standard work schedule and hours as they would in the office.
• Physical Demands and Environment:
• Ability to regularly lift, carry, and move equipment weighing up to 50 pounds, with or without reasonable accommodation.
• Ability to stand, walk, bend, reach, and move throughout the Production Office for extended periods, with or without reasonable accommodation.
• Ability to safely handle professional film production equipment and accessories.
• Work is performed primarily in a Production Office and equipment-checkout environment, with frequent interaction with students, faculty, and staff.

Application Instructions

To be considered for this position, candidates must submit the following:

• Cover Letter: Expressing your interest in the position and outlining how your background aligns with the responsibilities and qualifications.
• Rsum or CV: Highlighting relevant experience, supervisory background, and key achievements.

The School of Visual Arts has been a leader in the education of artists, designers, and creative professionals for more than seven decades. With a faculty of distinguished working professionals, a dynamic curriculum, and an emphasis on critical thinking, SVA is a catalyst for innovation and social responsibility. Comprising over 7,000 students at its Manhattan campus and over 41,000 alumni from 128 countries, SVA also represents one of the most influential artistic communities in the world.

The School of Visual Arts is an equal opportunity employer. Diversity and inclusion is a core principle of the College. SVA enjoys a community that represents a significant number of historically underrepresented communities, ethnic and religious backgrounds, gender identities, diverse abilities, and foreign countries, and all are encouraged to apply.