Temporary Event Reservation Administrator

• This is a temporary part-time position that will work from the middle/end of August until the end of January.

The Event Reservation Administrator is primarily an in-person position with the possibility of a remote/hybrid workspace. This role manages the College's EMS (Event Management System) - the College-wide scheduling process and assists with training users on both the Client and Web App versions of the software.

The Event Reservation Administrator manages the approval and use of space for most campus locations; helping event planners, including avoiding conflicts with other major events on the calendar. Provision of operational support with the Associate Director of Operations.

This role provides guidance for event planners and coordination with Physical Plant, Tech Services, Union Operations, Much Ado Catering, and SPECC (Special Event Coordinating Committee).

Job Duties

Approve the use of meeting rooms, event venues, conference rooms, and classrooms for Davidson College and external rental events (with the exception of academic use of classrooms). Correspond with campus space approvers as questions arise for multi-space events. This involves detailed communication and coordination with the Physical Plant, Tech Services, Much Ado Catering, and Operations.

Assist with supervising and managing the Switchboard computers and Information Desk services at the College Union Information & Ticket Office.

Guide event schedulers in planning the details of successful events, including selecting appropriate event times and locations, arrangement of tech services, event set ups and coordination with the Physical Plant and catering.

Apply the Scheduling Policy in coordination with the Director of the College Union.

Ensure that student orgs have submitted their events in WildcatSync to receive approval in conjunctions with the Student Activities office.

Produce daily and weekly printed reports for Operations and Technical Staff and meet weekly with the staff to coordinate the production schedule for events.

Develop and implement a SPECC calendar that includes all major college events, programming, and significant dates.

Converse regularly with the college's EMS Team to collaborate with others on technology and the master calendar. Work closely with the EMS Team and the Technology & Innovation department to troubleshoot EMS issues/updates.

Requirements

Bachelor's degree preferred. Experience in event management, student advising, and customer service.

Basic computer skills are required to provide leadership with EMS, including the College Calendar. Proficient skills in communication, organization, and customer service are required. A successful person in this position needs to communicate frequently with students, faculty, and staff who plan events.