Event Services Reservationist – Student Union - UTK
Job Overview
Employment Type
Full-time
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional Development
flexible schedule
Employee wellness programs
Job Description
The University of Tennessee is a prestigious public research university located in Knoxville, Tennessee, known for its commitment to fostering student development and community engagement. Within this esteemed institution, the Division of Student Life operates as a dynamic group of professionals dedicated to creating student-centered opportunities that contribute to a transformative Volunteer Experience. The division offers diverse programs and services supporting student health and wellness, service, leadership, and overall engagement.
Specifically, the University of Tennessee Student Union serves as a vibrant hub on campus that is central to student life. The Student Union strives to cultivate community, learning, development, and a genuine sense of belonging among students. It provides spaces for students to eat, study, work, and relax, engaging with various offices and centers such as the Office of Sorority and Fraternity Life, the Jones Center for Leadership and Service, the Dean of Students Office, the Center for Student Engagement, the Visitors Center, the Center for Career Development & Academic Exploration, VolShop, and VolTech.
Within this dynamic environment, the role of Event Services Reservationist is essential. This full-time position is housed at the Student Union and focuses on managing the allocation and coordination of campus event spaces to support the university community's needs. The Reservationist works as a primary point of contact for event planners and campus offices, ensuring that space reservations align with university policies and logistical requirements.
Responsibilities include managing space reservations, processing event invoices, and maintaining detailed operational records including key performance indicators (KPIs) and event satisfaction metrics. This position routinely coordinates room setups, attendee counts, equipment needs, and dining catering logistics in partnership with Vol Dining. The Reservationist plays a pivotal role in facilitating communication among various campus constituents and operational teams involved in supporting event execution.
Beyond administrative duties, the Reservationist is also directly involved in providing on-the-ground oversight during events, stepping in as the lead professional staff member when required. Additionally, they offer event planning guidance to student organizations and support their development by allocating resources effectively. Attention to detail and the ability to manage multiple tasks simultaneously are critical in fulfilling morning setup requirements and responding to last-minute changes or requests.
The role requires proficiency in reservation and diagramming software, including Social Tables, as well as the ability to collaborate with technical staff for audio-visual needs. The Reservationist contributes to larger departmental meetings, planning initiatives, and keeps abreast of emerging trends in student union operations, representing the university in regional and international professional organizations.
This position presents an excellent opportunity for individuals passionate about event coordination, student engagement, and campus operations. Candidates should have a customer service mindset, excellent written and verbal communication skills, and the ability to exercise independent judgment in a fast-paced environment. The work location is primarily at the Student Union at The University of Tennessee in Knoxville, with some remote work possible based on event scheduling. The compensation aligns with the UT market range MR05, reflecting the importance of the role within the university’s framework.
Specifically, the University of Tennessee Student Union serves as a vibrant hub on campus that is central to student life. The Student Union strives to cultivate community, learning, development, and a genuine sense of belonging among students. It provides spaces for students to eat, study, work, and relax, engaging with various offices and centers such as the Office of Sorority and Fraternity Life, the Jones Center for Leadership and Service, the Dean of Students Office, the Center for Student Engagement, the Visitors Center, the Center for Career Development & Academic Exploration, VolShop, and VolTech.
Within this dynamic environment, the role of Event Services Reservationist is essential. This full-time position is housed at the Student Union and focuses on managing the allocation and coordination of campus event spaces to support the university community's needs. The Reservationist works as a primary point of contact for event planners and campus offices, ensuring that space reservations align with university policies and logistical requirements.
Responsibilities include managing space reservations, processing event invoices, and maintaining detailed operational records including key performance indicators (KPIs) and event satisfaction metrics. This position routinely coordinates room setups, attendee counts, equipment needs, and dining catering logistics in partnership with Vol Dining. The Reservationist plays a pivotal role in facilitating communication among various campus constituents and operational teams involved in supporting event execution.
Beyond administrative duties, the Reservationist is also directly involved in providing on-the-ground oversight during events, stepping in as the lead professional staff member when required. Additionally, they offer event planning guidance to student organizations and support their development by allocating resources effectively. Attention to detail and the ability to manage multiple tasks simultaneously are critical in fulfilling morning setup requirements and responding to last-minute changes or requests.
The role requires proficiency in reservation and diagramming software, including Social Tables, as well as the ability to collaborate with technical staff for audio-visual needs. The Reservationist contributes to larger departmental meetings, planning initiatives, and keeps abreast of emerging trends in student union operations, representing the university in regional and international professional organizations.
This position presents an excellent opportunity for individuals passionate about event coordination, student engagement, and campus operations. Candidates should have a customer service mindset, excellent written and verbal communication skills, and the ability to exercise independent judgment in a fast-paced environment. The work location is primarily at the Student Union at The University of Tennessee in Knoxville, with some remote work possible based on event scheduling. The compensation aligns with the UT market range MR05, reflecting the importance of the role within the university’s framework.
Job Requirements
- High school diploma
- Three years of office experience
- Proficiency in Microsoft Office
- Experience with reservation or event management software
- Excellent communication skills
- Ability to manage multiple tasks
- Customer service-oriented mindset
- Ability to work independently
- Legal authorization to work in the US
- Associate's degree preferred
- Experience in higher education event management
- Knowledge of university policies and safety protocols
- Ability to perform facility walkthroughs
- Strong attention to detail.
Job Qualifications
- High school diploma
- Three years of office experience
- Knowledge of appropriate business communications including grammar, spelling, and formatting
- Organizational culture understanding
- Skills in business communication
- Proficiency in Microsoft Office Suite and event management technology platforms
- Strong organizational skills managing multiple reservations and deadlines
- Experience with scheduling or event management software
- Excellent written and verbal communication skills
- Ability to create audience-specific documents
- Ability to verify understanding by summarizing information
- Ability to build relationships inside and outside the department
- Customer service-oriented mindset with professional demeanor
- Ability to work independently and exercise sound judgment
- Applicants must be legally authorized to work in the United States without need for sponsorship
- Associate's degree preferred
- Experience with space scheduling, event planning, or implementation
- Experience in a college or university environment
- Knowledge of event management, conference services, facility operations, and space reservation in higher education
- Familiarity with event management software and room scheduling systems such as EMS, Mazevo, Social Tables
- Effective problem-solving and decision-making skills in fast-paced environments
- Strong attention to detail with event logistics and scheduling
- Ability to perform facility walkthroughs verifying setups and readiness
- Ability to interpret and apply university policies and safety requirements.
Job Duties
- Manage meeting and event space reservations and enter details into reservation software
- File and print event schedules and setup reports for the next day
- Follow up with guests on room setup, attendee counts, and equipment needs
- Communicate with campus offices regarding event requests
- Serve as liaison for catering coordination and ensure adherence to university policies and emergency protocols
- Process event invoices approved by Associate Director
- Maintain operational data, including KPIs and event satisfaction metrics
- Coordinate room setup, AV, catering, and other event requirements with Student Union staff
- Provide facility oversight and management as lead professional staff during events when other staff are unavailable
- Manage reservations and event execution in outdoor Student Union spaces
- Offer pre-event planning support via consultations, meetings, and facility tours
- Coordinate technical AV setups with Tech staff
- Assist with event crowd management
- Monitor safety and security of Student Union during events
- Identify and resolve immediate operational issues
- Manage fulfillment of morning event room setups and respond to last-minute requests
- Use Social Tables software for event diagramming as needed
- Support and advise student organizations with event planning and resource allocation
- Participate in departmental and divisional meetings and planning efforts
- Implement Student Union Emergency Action Plan as needed
- Represent the university in regional and international professional organizations
- Monitor trends in student union operations for departmental application.
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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