Reservations and Conference Services Support Specialist 109440

Apply now Job no:495394
Work type:Staff Full-time
Location:Pensacola – Main Campus
Categories:Staff, Univ Commons & Events Svcs

The University of West Florida is an Equal Opportunity/Access/Affirmative Action/Disabled/Veteran employer. Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 1-850-474-2694 (voice) or 1-850-857-6158 (TTY). E-Verify is required for employment. All applications for employment at the University are subject to Florida public records law. 

Please review job requirements carefully.  Failure to submit all pieces of the application may result in disqualification. Applications are accepted on the University of West Florida career site: https://careers.uwf.edu . For assistance contact UWF Human Resources at 850-474-2694 or [email protected] .

Employment based visa sponsorship will NOT be considered for this position.

Position Number: 109440
Position Title (Classification Title):  Student Support Specialist 109440
Working Title:  Reservations and Conference Services Support Specialist
Job Summary: The Reservations and Conference Services Support Specialist is responsible for providing timely and professional reservation booking support services, for Building 22 venue spaces and services, to campus and external stakeholders. This position will contribute to the day to day operations for the Reservations and Conference Services Office, including supervision of student staff. Incumbent will interpret and articulate university’s facility use polices, make recommendations for operational efficiencies and revenue generation, and support departmental procedures by collecting, inputting, compiling and communicating facility, revenue, and rental data to all relevant stakeholders.
Department University Commons & Events Services
FLSA: Exempt
Minimum Qualifications: Bachelor’s degree in an appropriate area of specialization.
Preferred Qualifications Demonstrate effective customer service skills. Ability to effectively train and direct the work of others. Ability to communicate effectively verbally and in writing. Ability to establish and maintain effective working relationships. Prioritize, organize, and perform multiple work assignments simultaneously. Knowledge of applicable computer applications and basic computer functions.
Essential Functions / Job Duties:

• 45% – The role balances the competing needs of various groups to avoid scheduling conflicts within the University Commons meeting spaces, the Commons Auditorium, Conference Center spaces, audio visual deliveries and other event spaces. This staff member will foster a culture of teamwork, effectively work with campus and community partners, and facilitate the efficient use of event spaces within the University Commons event spaces. Receive and process event reservation requests. Gather and input all information into the event management software system. Ensure events and setups are suitable for Union spaces requested. Communicate effectively with clients about relevant information, guidelines, and instructions. Assign fees, issue contracts, and ensure proper procedures for all event proposals. – (Essential)
• 25% – Supervise, develop and facilitate ongoing training and skills improvement for student assistants and graduate assistants. Develop and maintain the Reservations and Conference Services training manual and procedural guides. Attend weekly event planning meeting with student staff and event stakeholders to discuss and confirm meeting details. Follow-up and make any changes identified in the meeting. – (Essential)
• 15% – Work with divisional marketing team on outreach and marketing tools, including website, local advertising, brochures, pamphlets, local meeting and expo attendance, and direct marketing, to increase awareness of UCES facilities and services and generate revenue. – (Essential)
• 10% – Support other aspects of the University Commons and Event Service Programs as needed; serve on committees and engage in special projects in service of departmental, divisional, and institutional initiatives. Attend the weekly and monthly meetings as planned by the University Commons and Event Services leadership team. – (Essential)
• 5% – Support the University Commons and Event Services team on other programs and services. Other duties as assigned. – (Essential)

Physical Demands:

• Physical Requirements: Occasional and/or light lifting required. Limited exposure to elements such as heat, cold, noise, dust, dirt, chemicals, etc., but none to the point of being disagreeable. May involve minor safety hazards where likely results would be cuts, bruises, etc.
• Impact of Deadlines: Routine deadlines. Usually sufficient lead time. Variance in work volume, seasonal, and predictable. Priorities can be anticipated. Some interruptions are present. Involves occasional exposure to demands/pressures from persons other than immediate sup.
• Standing: Daily
• Walking: Daily
• Sitting: Daily
• Reaching with hands and arms: Daily
• Climbing or balancing: Occasionally
• Stooping: Occasionally
• Use of hands to handle objects: Occasionally
• Lifting up to 10lbs: Occasionally
• Lifting up to 25lbs: Occasionally
• Lifting over 25lbs: Occasionally
• Talking as express or exchange of ideas verbally: Daily
• Hearing as perceive sound by ear: Daily
• Vision as distinguish colors & depth: Daily

Special Requirements or Considerations of the Job:

This position requires a criminal background screen.

This position requires fingerprinting.

Number of Vacancies 1
Work Hours 8 am – 5 pm, Monday-Friday, nights and weekends as required
FTE 1
Salary Range $40,000
Pay Basis Annually
Closing Date: 2/26/2024
Special Instructions to Applicants: Candidates must apply online through the University of West Florida website: https://careers.uwf.edu. Applicants are required to attach a resume, cover letter and contact information for three references. An opportunity to upload these documents will be provided during the application process. For assistance, please contact Human Resources at 850-474-2694 or email [email protected].

Advertised:February 05, 2024
Applications close:February 26, 2024

Apply now

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