Room Reservation Coordinator - Charter House

Mayo Clinic • Rochester, MN

16d

About The Position

Assists in the achievement of Charter House operating goals and objectives by ensuring effective and efficient room reservation coordination while providing non-clinical administrative office support. Reserves and coordinates apartment use for guests, Mayo Clinic employees, and Mayo School of Graduate Medical Education (MSGME) residents. Coordinates reservations of internal Charter House meeting rooms. Develops and executes Assisted Living lease contracts. Oversees Care Hotel contract management and communication. Interacts effectively with prospects, all current Charter House residents and their family members. Provides tours of Charter House to prospective guests. Responds to phone and website inquiries. Uses a variety of software to schedule and reserve spaces. Applies expertise to perform a variety of non-clinical administrative support tasks including scheduling, coordination, and follow-up tasks for meetings, events, and professional travel; managing of calendars; preparing documents and presentation materials; processing invoices and reimbursements; composing and/or transcribing correspondence/documents; supporting departmental projects/activities; creating and maintaining spreadsheets; answering telephones and providing related follow- through.

Requirements

• Associate degree (AA), two years of technical school, or equivalent experience in a business-related field.
• Qualified applicants must possess attitudes and behaviors which respect and have the ability to articulate and relate well with people, especially older people.
• Excellent organizational, interpersonal and written and oral communication skills are required.
• Must possess proficiency with technical office equipment, including a computer and telephone system.
• Must be proficient in the use of Microsoft Word, Power Point, and Excel.
• Must be willing and able to become proficient in the use of work specific software programs.
• Must maintain strict confidentiality of information and must exhibit good human relations skills including the ability to work collaboratively and professionally to build rapport with others at all levels of responsibility.
• Must be adaptable/flexible in a changing work environment which requires upgrading of skills.

Nice To Haves

• Two years of administrative secretarial experience preferred.
• A Bachelor degree in communication, marketing, sales or business is preferred.
• Significant experience with demonstrable success in senior housing is preferred.
• Three years experience in communications, marketing or public relations preferred.
• Strong project management skills and the ability to work with people at all levels of the organization.
• Ability to work independently.

Responsibilities

• Reserves and coordinates apartment use for guests, Mayo Clinic employees, and Mayo School of Graduate Medical Education (MSGME) residents.
• Coordinates reservations of internal Charter House meeting rooms.
• Develops and executes Assisted Living lease contracts.
• Oversees Care Hotel contract management and communication.
• Interacts effectively with prospects, all current Charter House residents and their family members.
• Provides tours of Charter House to prospective guests.
• Responds to phone and website inquiries.
• Uses a variety of software to schedule and reserve spaces.
• Applies expertise to perform a variety of non-clinical administrative support tasks including scheduling, coordination, and follow-up tasks for meetings, events, and professional travel; managing of calendars; preparing documents and presentation materials; processing invoices and reimbursements; composing and/or transcribing correspondence/documents; supporting departmental projects/activities; creating and maintaining spreadsheets; answering telephones and providing related follow- through.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees