The primary purpose of the Reservation Manager position is to schedule and support the planning of over 22,000 meetings and events in spaces managed by the Office of Event Services. This role will be heavily involved in reviewing scheduling information, processing interior and exterior reservations, and ensuring event equipment and details are recorded in Event Management System software (EMS). This position will provide oversight to maintain EMS including updating customer account information, equipment/assets inventories, pricing, facilities/capacities, building hours, etc; provide oversight and management of the online reservation portal; communicate with clients about applicable Union, University, and State policies and coordinate communication to various departments across campus; and coordinate third party vendor rentals with University and non-University clients, as needed.
This encompasses working with the Event Services team as well as another Reservation Manager to determine equipment and staffing needs, meeting with customers to discuss and plan events, and occasional assistance in live event support. This position is also responsible for working with campus partners in coordination of assigned large-scale annual events. The position reports to the Assistant Director, Event Services-Scheduling.
RESERVATIONS COORDINATION: Reviews and processes all meeting/event requests submitted to the Office of Event Services; Provides direction and decision-making to effectively plan meetings and events supported by the Carolina Union; Resolves scheduling conflicts and makes efficient use of limited equipment, space, and personnel; Works cooperatively with building staff to manage the many details of program support. POLICY ENFORCEMENT:
Interpret and enforce policies and carries out sanctions such as loss of official recognition, loss of ability to reserve space, and/or necessary charges; Ensure all signatures/approvals have been gathered prior to established deadlines; Inform customers of policies impacting their reservation and provide information on how to adhere to the policies. INFORMATION DISSEMINATION: Document client conversations and information and share with staff supporting meetings/events; Document event and client history for reference for future planning; Follow up with clients about reservation statues and ensure deadlines are met; Follow up with clients to get required reservation details to ensure successful support of their meetings/events.
PREPARE BILLINGS AND USE ASSESSMENTS: Communicates charges for space, equipment, and materials accurately to individuals/groups making reservations; Coordinates with the Event Services team for review of space and equipment after reservations to determine damage charges; Notifies organizations of abuse of facilities/equipment and performs disciplinary actions as needed. SUPERVISE STUDENT EVENT STAFF: Hire, train, supervise and evaluate a student staff of five employees High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
The University Of North Carolina