Reservations Coordinator

Question

Reservations Coordinator

Answer

Summary of Position: Responsible for the coordination of room reservations, processing passports, and performing a variety of administrative tasks on behalf of the Director’s Office.

Department: Director's Office

Status: Full-time

Supervisory Responsibility: No

Work Schedule: Monday - Friday 8am-5pm

Pay Range: $16.00 - $16.83/hour

Supervised By: Executive Assistant

Date Position Closes: Friday, May 23, 2025

Application Requirements: Submit a resume, three professional references 

Key Functions:

Event Management-Specific

45%: Utilize the Event Management System (EMS) database in an accurate and efficient manner. Ensure successful customer-centric experience regarding room reservations, availability, room setup and equipment. Accurately process requests for use of Union facilities. Coordinate with Union Retail Services and Building Operations with matters related to the execution and operation of pending meetings and conferences. Prepare, review and distribute daily function lists, and event door and table placards. Prepare customer invoices utilizing computerized reservation system. Process payments and submit transactions to Business Services. Distribute post-event customer satisfaction surveys and share feedback with relevant Union departments. 

Passport-Specific 

45%: Execute the passport application process for customers requesting service. Verify evidence of U.S. citizenship and identification of customer. Obtain customer’s passport picture following passport photo requirements issued by the U.S. Department of State. Collect passport fees. Administer oath and witness customer’s signature. 

Departmental Functions 

10%: Provide administrative support for the department as necessary to include but not limited to: Managing multiple departmental calendars. Organize meetings and take meeting minutes, track action items of meetings. Maintain confidentiality with sensitive matters. Process departmental reimbursement requests based on departmental need and in alignment with budget. Anticipate changing priorities and special projects. Serve on both internal and external committees. Perform other duties as assigned and instructed.

Qualification Requirements:

Education - Minimum 

  • High school diploma (or equivalent) and at least one year of demonstrated experience; or

  • Associate’s degree from an accredited institution and six or more months of demonstrated experience.

Education – Preferred 

  • Associate’s degree from an accredited institution and six or more months of demonstrated experience.

Experience - Minimum Demonstrated

  • Administrative experience in an office setting
  • Proficiency with Microsoft Office software, general office machinery (ie. multi-line phone, printer/scanner, etc.), and web-based communications (i.e., Zoom, Skype and/or Teams)
  • Ability to produce error-free professional correspondence, including letters, memos, emails, agendas, meeting minutes and briefings
  • Ability to work cross-functionally and with a wide variety of projects and competing deadlines
  • Customer-centric service
  • Must maintain a valid driver's license to drop off passport documents 

Experience – Preferred Demonstrated

  • One year or more demonstrated experience working in an office setting.
  • Six months or more demonstrated experience planning and/or coordinating events. 
  • Six months or more demonstrated work experience in a university and/or student union environment.
  • Maintain a valid driver's license to drop off passport documents.

Skills and Abilities: 

Work in a general office environment. Remain seated/stand 75% of shift. Finger dexterity/movement for typing, picking up small objects and utilizing varying office equipment. Hearing for average or normal conversations and to receive information. Sight to view computer, documents and general office machinery. Verbal and written communication to present, convey and exchange information and ideas accurately and quickly. Move, transport and position equipment weighing up to 10 pounds. There are no hazardous or significantly unpleasant physical conditions. Within three months of hire must obtain authorization from the United States government to witness the signing of Form DS-11: Application for a New Passport and maintain authorization throughout employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the key functions of this position.

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