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Reservation Specialist

Business Services

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Reservation Specialist

  • Business Services
  • Staff Full-time

Position Title: Reservation Specialist

Department: University Scheduling

Advertised Pay: 16.04/hour

Location: Washburn University

The screening committee will review all eligible applications submitted by December 30, 2022

Position Summary: 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.

Non-essential Functions:

Required Qualifications:
• High School diploma, GED, or equivalent.
• Event planning experience.
• One year of administrative support experience.
• 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.

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

Washburn is an EOE and is dedicated to providing a student-centered and teaching-focused academic and work environment. We seek candidates who are committed to Washburn’s efforts to create a campus climate that fosters the growth and development of a diverse student body, and we encourage applications from members of groups that have been historically underrepresented and/or marginalized in higher education.

Washburn University provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Washburn University is committed to providing reasonable accommodations to applicants for employment. If you are an applicant who needs a reasonable accommodation to participate in the application or interview process, please email or call 785-670-1538 at least five (5) business days in advance of the date you need the requested accommodation.


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