Reservations Coordinator (Limited Appointment)

Reservations Coordinator (Limited Appointment) Hourly Rate: $21.00–$23.00 Department: Event Services Summary of Key Responsibilities Under the direction of the Interim Event Operations Manager, the Reservations Coordinator (RC) is responsible for the end‑to‑end management of the reservation process for ASUCLA Event Services–managed event and meeting spaces. Client Intake and Experience Serves as the primary point of contact for reservation inquiries and client communication. Manages the reservation lifecycle from inquiry to EOL approval. Ensures accurate intake of all client requests, including the creation and maintenance of complete and accurate client profiles within the event management system. Ensures timely responses and high‑quality customer standards. Escalates complex or high‑risk requests as appropriate. Works closely with the Event Services team, internal departments, and clients to ensure seamless coordination and delivery of services. Reservation Operations and Systems Maintains accurate records of all reservations. Ensures data accuracy and integrity within EMS and related systems. Implements quality controls checks. Coordinates room assignments and scheduling to maximize space utilization and required time to set up and strike between meetings and events. Ensures staff is trained to utilize the software correctly and efficiently. Maintains records of client needs such as set‑up, equipment, staffing, and keep accurate inventory in software programs. Initiates the EOL process for all clients, monitors EOL submissions for delays or pending approvals through final event authorization. Communicates authorized signatories for Registered Campus Organizations to the team. Oversees the coordination and execution of the quarterly Meeting Room Lottery for Registered Campus Organizations. Maintains accurate inventory of event resources within reservation systems. Financial Accountability Ensures accurate application of pricing tiers and responsible party designation at intake. Verifies the correct responsible party for billing at the time of the reservation inquiry process. Provides support to the Division Accountant by distributing required documentation to clients and assisting with follow‑up communications as needed. Policy, Compliance, and Risk Management Ensures all reservations comply with ASUCLA, UCLA, and UC Regents policies. Verifies required documentation, approvals, and risk requirements are completed. Monitors adherence to space usage policies and event guidelines. Team Leadership and Coordinator Supervises, trains, and supports student reservation staff on department policies and procedures, including event management systems utilized. Develops and manages staff schedules. Provides ongoing coaching and performance feedback. Adheres to employee policies and procedures. Represents the Division in meetings on behalf of the Interim Event Operations Manager or leadership, as needed. Provides support across the Division and undertakes special projects as assigned. Serves as backup support for the Event Coordinator, ensuring continuity of operations in their absence. Data, Reporting and Continuous Improvement Tracks reservation metrics, space utilization, and client trends. Analyzes data to inform operational improvements. Disseminates and maintains post‑event evaluations and feedback reporting to inform service improvements. Reviews daily Building Manager and Event Management logs to ensure compliance and identify operational issues. Qualifications Requires 1+ years related experience in administration, reservations, or event coordination in a high‑volume office. Demonstrable exceptional project management skills; ability to manage production timelines. Ability to manage diverse teams of onsite staff. Strong interpersonal and relationship‑building skills. Ability to work efficiently and independently in a fast‑paced, dynamic environment under tight deadlines. Solid verbal and written communication skills. Effective customer service skills with strong organizational and time‑management skills. Proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel) and Adobe Products; ability to learn additional required business systems as needed. Familiarity with the UCLA campus is preferred. Industry‑related BA/BS or the equivalent combination of education and experience is required. Desired Characteristics Self‑motivated, outgoing, positive attitude, personable and customer‑focused. Personal drive seeking to develop self and others. Exercise a high degree of initiative and professionalism. Creative, out‑of‑the‑box thinker with the ability to proactively anticipate obstacles and create solutions. Resilient, working in an environment where multiple hats and multitasking are required. Thrives in working effectively with team members and relishes a diverse work environment. Detail‑oriented and resourceful. Able to react quickly and with grace to deviations in plans. Supervises Directly and indirectly supervises part‑time/student staff. Physical Requirements Frequent walking, standing, sitting, reaching, gripping, bending, stooping, pushing, pulling; occasional lifting up to 50 lbs. Background Verification Fingerprinting Background Verification required. Work Location This position requires in‑person, on‑site presence within the Student Union to support event activities. The office hours are Monday‑Friday 9 am–6 pm, and on occasion include evenings and weekends. #J-18808-Ljbffr Associated Students UCLA