Temporary Event Reservationist - Student Union - UTK

University of Tennessee•Knoxville, TN

13d•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

High School required
3 years of office experience.
Currently employed or previously employed in a college environment.
Knowledge of appropriate business communications, including basic grammar, spelling, and formatting styles and organization culture.
Demonstrated skills of tactfulness and discretion.
Demonstrated skills related to appropriate business communications.
Ability to create documents for specific audiences, summarize information received to verify understanding, and build relationships within and outside department.
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Nice To Haves

Associates Degree
Some college course work and one to two years of office experience
Experience with scheduling space, planning, and/or implementing events and programs.
Able to expand knowledge of efficient management of processes related to event management of processes related to event management and convert knowledge to skills to increase event management efficiency.

Responsibilities

Serve as the primary point of contact for all event and meeting space reservation inquiries submitted via online form, telephone, email, or walk-in.
Enter and maintain accurate reservation records in 25Live scheduling software, ensuring up-to-date and conflict-free event calendars.
Communicate room setup and arrangement requirements to custodial staff, and relay audio-visual equipment needs to maintenance staff, the building manager, or student building managers.
Prepare and distribute daily event schedules, setup reports, and audio-visual and microphone setup documentation for upcoming events.
Coordinate catering logistics with UT Dining Services for applicable events.
Conduct proactive follow-up with event guests to confirm room setup preferences, expected attendance, and equipment requirements.
Collaborate with campus offices, including the Center for Student Engagement, to facilitate reservations for large-scale student organization events.
Perform general administrative duties including filing and records management in support of building operations.