Event Services Reservationist – Student Union - UTK

University of Tennessee•Knoxville, TN

4d•Hybrid

About The Position

The Event Services Reservationist intentionally allocates space to advance campus community, managing space reservations, processing event invoices, and maintaining detailed operational data including KPIs and event satisfaction metrics through dedicated reservation and room diagramming software. This role is the primary point of contact for event planners and campus offices, routinely coordinating room setup requirements, attendee counts, equipment needs, and Vol Dining catering logistics while ensuring all events adhere to university policies and emergency protocols. The Reservationist also provides on-the-ground facility oversight during events, stepping in as the lead professional staff member when needed, and offers planning guidance and resource support to student organizations. This role ensures set-ups and event details are fulfilled at the start of each workday. In addition, this position contributes to departmental meetings and planning efforts, monitors emerging trends in Student Union operations, and represents the university within regional and international professional organizations.

Requirements

High School required
Three years of office experience.
Appropriate business communications, including basic grammar, spelling, and formatting styles.
Organizational culture.
Demonstrate skills related to appropriate business communications.
Proficiency in Microsoft Office Suite and event management technology platforms.
Strong organizational skills with the ability to manage multiple reservations and deadlines simultaneously
Proficiency/skills with scheduling or event management software
Excellent written and verbal communication skills for effective coordination with diverse campus constituents
To create documents for specific audiences.
To summarize information received to verify understanding.
To build relationships within and outside department.
Ability to have a customer service-oriented mindset with a professional, welcoming demeanor
Ability to work independently and exercise sound judgment in a fast-paced event environment
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

Associate’s degree preferred
Experience with scheduling space, planning, and/or implementing events and programs.
Experience in a college or university environment.
Knowledge of event management, conference services, facility operations, and space reservation practices in a higher education environment.
Familiarity with event management software, room scheduling systems, and diagramming platforms (e.g., EMS, Mazevo, Social Tables, or similar systems).
Effective problem-solving and decision-making skills, particularly in fast-paced event environments.
Strong attention to detail when reviewing event logistics, setup requirements, contracts, and scheduling information.
Ability to perform facility walkthroughs and verify room setups, equipment placement, and event readiness, particularly during early morning operations.
Ability to interpret and apply university policies, procedures, and safety requirements consistently and fairly.

Responsibilities

Responsible for managing meeting and event space reservations and entering corresponding information into reservation software.
Filing, printing event schedules and setup reports and information for the next day.
Routinely follows up with guests regarding room setup, number of attendees, and equipment needs for their event.
Communicates with offices and individuals across campus regarding requests events.
Serves as a liaison for Vol Dining catering coordination.
Ensure events and event planners adhere to best practices, including university event, policy and emergency protocols.
Process all event invoices for Student Union spaces (approved by Associate Director).
Maintain operational data and space usage assessments, including KPIs and event satisfaction metrics.
Communicate room setup, AV, catering needs and other event related needs to student union staff and related operational teams.
Provide facility oversight and management for events/meetings scheduled to utilize Student Union space, serving as lead professional staff person when other professional Student Union staff are unavailable.
Manage reservations and event execution on all student union outdoor spaces and tabling locations.
Provide event support including pre-event planning through phone consultations, in-person meetings, and facility tours.
Coordinate technical setups and operation of AV equipment in collaboration with Tech staff.
Assist with event crowd management.
Monitor services, safety, and security of Student Union.
Identify/Resolve immediate operation issues within the facility.
Manage fulfillment of all morning event room sets daily and responds to last-minute requests as needed.
Use Social Tables software for event diagramming when necessary.
Support and advise student organizations by providing event planning guidance, development support, and resource allocation.
Participate in departmental and divisional meetings, planning efforts, and collaborative projects in support of Student Union and Student Life priorities.
Participate in the implementation of the Student Union Emergency Action Plan as needed.
Represent the university as a member of regional and international organizations; Monitor current trends in student union operations to determine potential application or impact to the department.