Coordinator for Reservations & Events

University of Florida•Gainesville, FL

2d•$45,000 - $50,000

About The Position

The Coordinator of Recreational Sports for Reservations & Events is responsible for assisting in the management of Recreational Sports reservations requests; hire, train, schedule, supervise and evaluate student staff; unit fiscal tracking and billing; and event services support. This position reports directly to the Assistant Director of Recreational Sports for Reservations & Events and will serve to support the vision, goals, and objectives set forth for the unit. The Coordinator has significant contact with and oversight of front-line student staff and reservation groups and is responsible for setting and communicating clear expectations, policies, procedures, and guidelines within all Recreational Sports facilities, programs, and services. The Coordinator must work and communicate effectively and efficiently to support the Reservations & Events unit and department needs and collaborate with reservation groups to complete the job responsibilities.

Requirements

Master’s degree in an appropriate area of specialization; or a bachelor’s degree in an appropriate area of specialization and two years of appropriate experience; or an equivalent combination of education and experience.
Valid driver’s license

Nice To Haves

Master’s Degree
Two years of experience in reservations and events in a recreation setting
Ability to understand facilities and event policies and procedures
Understanding and willingness to learn the Fusion Recreation Management software
Ability to work with minimal supervision, to think laterally and to undertake initiatives
Ability to effectively supervise
Is self-motivated, adaptable, a great team player and customer focused.
First Aid, CPR & AED Certification

Responsibilities

Recruit, hire, schedule, train, supervise, mentor, and evaluate Reservations & Events Program Assistant, Event Supervisors, Event Associates, and other student/OPS employees assisting with events.
Schedule and assign student staff at multiple facilities during events, ensuring policy enforcement, risk management, logistical support, and customer service experience.
Plan and facilitate staff meetings and provide continual training for Event Staff, including awareness and compliance with all University policies and procedures.
Assist with the development of training manuals and guidelines, including safety and risk management practices to meet national standards and University policy.
In coordination with unit area team and the Talent Management unit, create and implement a comprehensive student development program.
Communicate job responsibilities and expectations for student employees.
Assist with the administration and daily operations of the Reservations & Events unit, including intake, delegation and processing of internal and external reservations for all RecSports facilities, programs, event services, meeting rooms, tabling, and equipment for students, affiliates, and community groups.
Assist with management of partnerships with RecSports units and University Departments, and community groups.
Collaborate with units to provide various event services and auxiliary staff as needed.
In tandem with Reservation & Events Leadership, collaborate with other units within RecSports and on campus to develop and enhance relevant services.
Enforce University and department policies and procedures, including permitting, insurance, staffing, and event regulations.
Assist with promotion efforts in collaboration with Marketing & Outreach.
Evaluate and prepare reports on post-event customer satisfaction surveys and Event Staff shift reports to provide feedback on processes, procedures, and services.
Input recurring assessment data for accurate departmental reporting.
Attend regular one-on-one, unit, and departmental meetings.
Work in tandem with the Associate Director and Assistant Director to develop the unit operational budget.
Monitor staffing budget throughout the year and assist with quarterly reporting.
Prepare and manage bi-weekly payroll and wage schedules and reports.
Assist in development and tracking of quotes and invoices for Reservations & Events services rendered.
Serve as an active member on committees, work teams, and other global efforts within the Department of Recreational Sports.
Ensure Risk Management & Safety protocol are utilized appropriately within all assigned responsibilities.
Provide feedback to supervisor regarding the safety and/or condition of programs, equipment, and facilities.
Conduct daily observations on use of said equipment and facilities.
Immediately document and address all safety concerns.