Temporary Event Reservationist - Student Union - UTK

University of Tennessee•Knoxville, TN

16h•Onsite

About The Position

The Administrative Specialist I is an integral member of the Student Union team, serving as the first point of contact in the booking process for all meeting and event reservations. This position is responsible for the full lifecycle of space and equipment scheduling — from initial inquiry to day-of preparation — and plays a key coordination role across multiple campus departments and service units. The specialist receives reservation requests through a variety of channels, including an online submission form, telephone, email, and walk-in inquiries, and enters all corresponding information into 25Live, the university's reservation and scheduling software. In addition to managing room assignments, the role requires communicating setup and room arrangement needs to custodial staff, and conveying audio-visual equipment requirements to maintenance staff, the building manager, or student building managers. Daily responsibilities include printing event schedules and setup reports and preparing audio-visual and microphone documentation for the following day's events. The specialist coordinates catering logistics with UT Dining Services and routinely follows up with guests to confirm room configuration, expected attendance, and equipment needs in advance of their events. The position also involves regular communication with offices and individuals across campus, including the Center for Student Engagement, particularly when supporting student organizations in planning large-scale events.

Requirements

Experience with reservation and scheduling software (25Live mentioned as an example).
Ability to manage multiple communication channels (online, phone, email, walk-in).
Strong communication and coordination skills.
Attention to detail for event preparation and documentation.

Responsibilities

Serve as the first point of contact for meeting and event reservation inquiries.
Manage the full lifecycle of space and equipment scheduling from inquiry to day-of preparation.
Enter reservation information into 25Live software.
Communicate setup and room arrangement needs to custodial staff.
Convey audio-visual equipment requirements to maintenance staff, building manager, or student building managers.
Print event schedules and setup reports.
Prepare audio-visual and microphone documentation for events.
Coordinate catering logistics with UT Dining Services.
Follow up with guests to confirm room configuration, attendance, and equipment needs.
Communicate with campus offices and individuals, including the Center for Student Engagement.