Reservations Manager, Conference and Event Services

Overview

Description Of Job
Mines is seeking our next Reservations Manager to ensure excellence throughout the entire event scheduling process for students, faculty, staff, and visitors. As a key member of the Conference and Events Services Team, the Reservations Manager serves as the primary contact and manager of all internal campus space reservations (including departmental, student organization, and special campus events) and related functions and this position supervises student employees.

Description Of Job
Mines is seeking our next Reservations Manager to ensure excellence throughout the entire event scheduling process for students, faculty, staff, and visitors. As a key member of the Conference and Events Services Team, the Reservations Manager serves as the primary contact and manager of all internal campus space reservations (including departmental, student organization, and special campus events) and related functions and this position supervises student employees.

The successful candidate has a flexible and positive demeanor; with over 28,000 events per year, the Reservations Manager has razor-sharp attention to detail, can easily and quickly pivot priorities, and has an uncanny ability to develop and maintain a good rapport with campus partners.

This job is for you if you enjoy mentoring student workers, love digging into details, and are comfortable leading meetings and coordinating with a variety of coworkers, leaders, students, and visitors. Hours are typically Monday – Friday, 8 a.m. – 5 p.m., primarily on campus in beautiful Golden, Colorado.

EVENT ADMINISTRATION AND OPERATIONS

• Develop, maintain, assess, and continually improve process and systems for scheduling and implementing events.
• Lead weekly campus event operation meetings.
• Serve as primary administrator of all internal reservations via EMS including Student Center, Green Center, outdoor space, and classrooms and oversee a centralized campus-wide non-curricular event scheduling shared service model.
• Coordinate with the Athletic Department on internal summer athletic camps.
• Train campus constituents and help with using Web EMS.
• Set and communicate Green Center building hours and Information Desk schedule.
• Maintain and facilitate online registration processes and communications related to registration of public speech activity, commercial speech activity, and fundraising for non-Mines organizations, including securing approval by Associate Vice President of Student Life or designee.
• Ensure adequate on-site support of events, including occasional evening or weekend work, as needed.
• Manage reservations inbox, responding to multiple requests daily and tracking event details in a timely and accurate manner.

STUDENT EMPLOYEE SUPERVISION

• Hire, train, supervise, schedule, and evaluate student event schedulers.
• Supervise student schedulers to ensure building reception, guest services, event support, and event reservations.

ADMINISTRATION

• Manage student timesheets, contracts, and student labor/operational budgets related to student employee supervision.
• Assist in developing and implementing applicable policies, regulations and procedures related to internal events.
• Support summer conference operations by utilizing scheduling software to manage meeting materials and event setups.

• Bachelor’s degree from an accredited four-year institution of higher education. Relevant work experience may be substituted for the bachelor’s degree on a year for year basis.
• At least one year of professional work experience that includes planning and coordinating meetings or events.
• Exceptionally strong organizational, interpersonal, verbal and written communication skills.
• Experience developing and fostering positive relationships with students, faculty, staff and clients.
• Experience exercising attention to detail and designing safeguards to prevent errors.
• Excellent communication and interpersonal skills; the ability to work collaboratively with students, faculty and staff; outstanding administrative and planning abilities.

• Experience with conference and event scheduling software…