Reservationist-Event Host

SCOPE 

Event Services provides oversight of approximately 9,000 bookings annually in the meeting and convention space of the Student Union and surrounding campus grounds. The Reservationist-Event Host position serves two functions. The first is processing space reservations. The second is to act as host for event needs on evenings and weekends after standard office hours in the absence of full-time professional staff.   

Standard office hours are Monday-Friday 8:00 am to 5:00 pm. Event hours vary according to building hours and availability.  In general, the Union is open daily 7:00 am to 10:30pm. Early residence hall move-in is arranged for new hires to start on August 21, 2024.

QUALIFICATIONS 

• The ability to provide timely and direct customer service to patrons in a diverse setting.
• Must be self-motivated and demonstrate creative thinking
• Strong attention to detail and experience in task prioritization.
• Skills in building rapport with visitors and campus partners.
• Excellent interpersonal, communication and literacy skills.
• Must be able to make conscious, rational decisions with little or no supervision.
• The ability to exercise good judgment and initiative in stressful or emergency situations.
• Must present themselves in a professional manner and maintain a positive attitude.
• Available to work a combination of four office/event shifts per week.  Event shifts vary and will be assigned biweekly.

RESPONSIBILITIES 

• Maintain a working knowledge of building events and operations; applicable federal, state, local, and University Rules and Regulations including all Union Policies and Procedures; and utilize paging systems including two-way radios and two-way radio base station
• Attend staff meetings and provide feedback on policies and procedures
• Perform all tasks and special projects assigned by the Event Office Coordinator and Professional Staff

Reservationist 

• Maintains open communication with campus departments, student organizations and third-party groups via telephone, email and face-to-face communication.
• Coordinates programs and events following departmental reservation and event guidelines
• Responsible for the accurate and complete data entry of event details
• Reviews reservations to verify the required forms and information have been received and documented, and acting should they not be secured.
• Assists the professional staff with filing, computer input and documentation

Event Host 

• Serves as the first point of contact for clients to ensure details in spaces meet established event standards and client needs are met.
• Completes tours of event space to answer questions and resolves issues as they arise.
• Initiates changes to reflect client needs and collaborates with production staff and other departments as needed.
• Responsible for making decisions that affect operations in the absence of professional staff.
• Completes event shift reports.
• Assists in building emergencies as needed in a timely fashion.
• Aid in inventorying lost and found items as directed.
• Help maintain a clean event area by providing light custodial assistance (cleaning up small spills, discarding glassware/plates from small tables, etc.)
• Have a general understanding of loading dock procedures and parking options.

PHYSICAL REQUIREMENTS  

• Must be able to lift a minimum of 50 lbs.
• Ability to stay standing for a long period of time.
• Ability to use a computer.

Training Requirements (to be completed in the first 120 days of employment): 

• Event Management System
• Union Idea
• First Aid/CPR/AED
• Executive Order 54
• Title IX

Office dress code includes wearing a name badge and business casual attire. When working events, the dress code includes wearing a provided Student Union polo shirt, business casual pants/jeans/skirt and close-toed shoes.