Reservation Specialist

Position Title: Reservation Specialist

Department: University Scheduling

Advertised Pay: Base $16.52/hour potential for a higher entry rate commensurate with experience

Campus Location: Washburn University

Application Deadline:  Application review will begin as applications are received and will continue until the position is filled. Applicants can be assured of full consideration if submitted by: March 27, 2025.

Position Summary: Washburn University is a teaching-focused, student-centered, public institution located in the metropolitan setting of Topeka that has earned national recognition for its high-impact programs for first-generation students. Washburn has a student body of over 5,500 undergraduate, graduate, and law students, a significant and growing number of whom are first-generation and Pell-Grant eligible. The University has created educational pathways for all students to be successful and achieve their educational goals.

Washburn is dedicated to recruiting and retaining a multiskilled faculty, staff, and student body and cultivating a vibrant learning and working environment and curriculum. We employ more than one thousand faculty and staff on our campuses throughout Topeka and strive to offer competitive wages, an excellent benefits program, and a supportive culture and a healthy work/life balance. Washburn seeks to create an environment that reflects our core values for creating positive IMPACT: inclusion, modernization, partnership, achievement, community and transformation. In 2024, Washburn was recognized as one of the best colleges in the nation to work for, according to Great Colleges to Work For® program.

The Reservation Specialist is responsible for various university scheduling functions supporting Washburn University's mission, policies, and procedures. In addition, the position requires a commitment to providing high levels of customer service to both internal and external customers.

Essential Functions:
• Assist customers (university faculty, staff, or students; community organizations and individuals) with scheduling the use of facilities for meetings and events according to established policies and procedures.
• Enter reservation information into computerized scheduling programs, such as reservation date/s, room setup, audio/visual technology, equipment needs, and other customer-specific arrangements. Assist with ADA compliance through reservation requests.
• Compile and distribute promptly complete and accurate information about all upcoming events to appropriate faculty and staff to facilitate preparation.
• Communicate any changes and discuss special arrangements for each event with staff involved with the event. Notify the Facilities Manager and Director, Memorial Union of event needs to facilitate staff planning for special events.
• Complete, distribute, and file forms relative to each event, including but not limited to reservation/confirmation, waivers, and sponsorship forms.
• Generate and send statements for rental and special service charges according to the established fee schedule.
• Collect and deposit all money according to established policies and procedures.
• Read and interpret University policies governing insurance coverage and advise group representatives of policies and requirements that govern their use of facilities. Review completed forms and other documentation to evaluate compliance with policy requirements. Work in conjunction with other university staff to assist groups with resolving issues identified during the review.
• Responsible for communicating to staff and event participants any special instructions or updates related to elevator issues, inclement weather concerns, or other information necessary to maintain event participants' safety.
• Assist other staff with daily office assignments or provide backup office coverage to other unit support staff during absences and heavy workloads to ensure continued delivery of excellent customer service.
• As directed, assist with collecting financial and room usage data, year-end, and special reports.
• Perform additional job-related duties as assigned or as appropriate.

Required Qualifications:
• High School diploma, GED, or equivalent.
• Event and/or meeting planning experience
• One year of administrative support experience.
Or:
• High School diploma, GED, or equivalent.
• One year of administrative support experience and a degree/certificate in Hospitality or Hospitality Management.
• Effective communication, time management, organization, and customer service skills.
• Proficient Microsoft Office (Excel, Outlook, Word) user.

Preferred Qualifications:
• One year of event planning experience.
• Experience with conference facility scheduling.
• Experience working in higher education.
• Experience with the event management system (EMS) or other scheduling applications.
• Experience using Adobe Illustrator and PowerPoint.

Hourly, Full-time, Mon-Fri, 8am-5pm   
Background Check Required