Reservation Specialist

Creighton University • Omaha, NE

11d • Onsite

About The Position

Creighton University’s Student Life is hiring a Reservation Specialist to support Conference & Event Services. This role is responsible for scheduling event requests and reserving rooms, providing oversight and use management of over 200 event and academic spaces. The position focuses on high-volume times such as Summer Preview, Bluejay Visit Days, summer camps and conferences, Move-In, Creighton Days, Mission and Finals week. The Reservation Specialist will work directly with student organizations, faculty, staff, alumni, and external groups for successful arrangement of location, pricing, set-up, dining, and catering requests. This role serves as the main point of contact for all clients and is responsible for communicating client requests to campus partners. Additionally, the position will oversee special projects. This is a full-time, hourly position working on campus.

Requirements

• Associate degree
• 2 years of related experience
• Ability to work occasional evenings and weekends in support of major campus or University events.
• Proficient in organizational technology systems: Word, Excel, 25Live.
• Must be able to collaborate with clients, external vendors, and other departments with the goal of effectively resolving issues and concerns.
• Diplomacy is a must.
• Ability to prioritize, manage, and respond to multiple requests in a fast-paced environment with tight deadlines.
• Exceptional attention to accuracy and detail of event requests, with the ability to compile data and create reports.
• Critical thinking and creative problem-solving skills to determine the best use of space, time, and resources for event requests.
• Commitment to the Catholic, Jesuit mission of Creighton University.

Nice To Haves

• Experience with CRM and event management software platforms (25Live, EMS, CVENT, StarRez, etc.) is a plus.

Responsibilities

• Receives, processes, and inputs event requests into various reservation software (e.g. 25Live, Social Tables, StarRez) and coordinates logistical space usage.
• Maintains and updates the reservation scheduling systems so all users can see accurate information and availability.
• Ensures proper usage of space and shares expectations to others.
• Supports student organizations and non-Creighton guests by providing insight and advice for set-up needs, logistical concerns, and best practices for appropriate room usage.
• Executes the pricing of contracts to include all set up, rental, and room fees.
• Confirms reservation status and needs prior to event, as well as follows up with client satisfaction.
• Supports logistical and operational functions of events by assisting in contract creation, invoice creation, reservation management (room setups, etc.), and other necessary duties.
• Maintains records of all Regular Event Status groups and proposed space reservations up to 3 years in advance.
• Communicates with clients to guarantee future business, and updates requests/provides input as necessary.
• Monitors event requests, identifies high volume timeframes, and troubleshoots requests for conflicting.
• Responsible for notification and enforcement of rules and regulations specific to university contracting including insurance requirements, exclusive food service rights, alcohol permitting, and ticketing requirements.
• Meets weekly with Sodexo and catering vendors to ensure accurate event set-up and menu requests are met.
• Spearheads summer camp and conference reservation management leading up to and throughout the duration of stay.
• Oversees bookings, coordinating client needs with internal and external vendors such as card services, campus dining, housing staff, shuttle services, campus parking, laundry services, and more.
• Will be assigned various special projects to oversee, which will be divided between the two Reservations Specialist positions and assigned by the Assistant Director of Reservations & Conferences.
• Manages Welcome Desks in the Student Centers, which includes recruiting, selecting, supervising, and evaluating a team of approximately 30 student workers.
• Oversees the Food Trucks program, which involves coordinating food truck reservation requests, space bookings, communicating event requirements, and providing logistical support.
• Maintains facility usage records; constructs and submits daily operations reports and schedules; and writes monthly reports.
• Provides training on the event reservation system to campus partners, students, and staff with viewing capabilities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree