Reservation Specialist – HigherEdJobs

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Position Title: Reservation Specialist

Department: Memorial Union


Campus Location: Washburn University

The screening committee will review all
eligible applications submitted by August 5, 2023

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.

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.

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.


  • High School diploma, GED, or equivalent.
  • Meeting or 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.


One year of event planning experience.
Experience with conference facility scheduling.
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 dedicated to providing a student-centered and teaching focused academic environment and a curriculum
that engages the diversity of human experience across the globe. We seek candidates who are committed to Washburn’s efforts to create a
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 in higher education. Application materials should clearly articulate how the candidate will contribute to
the University’s commitment to diversity and inclusion through their teaching, research, and/or service.

Washburn University is an
EOE. 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.

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