Job Listings

Reservations and Event Services Operations Coordinator, Waukesha

Carroll University
Job Location:
Waukesha, Wisconsin
Conference and Events Administration
Reservations and Event Services Operations Coordinator, Waukesha

General Information
  • Job Title: Reservations and Event Services Operations Coordinator
  • Location:
    • 100 N East Ave
    • Waukesha, WI, 53186
    • United States
  • Employee Type: Support Staff
  • Job Category: Reservations and Event Services, Staff

Event management:
  • Plan and coordinate services required to support events scheduled through the Office of Reservations and Event Services, including services required from vendors, rental equipment suppliers and audio/visual providers; ensure proper on-site event management for all events.
  • Facilitate appropriate communication between clients and other internal service providers; collaborate with campus departments, including the registrar, athletics, dining services, residence life and housing, Office of Information Technology (OIT), facilities, public safety and risk management, to ensure availability and coordination of facilities and delivery of services necessary for successful events.
  • Represent the Office of Reservations and Event Services and assist other departments in the coordination and planning of major campus events
  • Assist the Director in the general operation and management of facilities e.g. maintenance, policies, regulations and event services
  • Provide evening and weekend coverage for scheduled events as required
Student staff supervision:
  • Supervise thorough and efficient setup and teardown for all events
  • Serve as primary supervisor and lead with student workers and contracted providers as determined by the Director
  • Recruit, hire, train, schedule, evaluate and perform other required administrative tasks relating to student staff including financial aid tracking
  • Develop and manage schedules for student workers
  • Assist with overall management of event scheduling software; process event requests, add/edit user profiles, maintain inventory and ensure client requests are monitored and completed
  • Identify maintenance, custodial, and equipment issues that require attention and submit work orders as needed
  • Maintain equipment inventory; coordinate equipment purchases as needed
  • Assist with departmental marketing strategies, and social media account maintenance
  • Demonstrate professionalism at all times when interacting with clients, faculty/staff, and students
  • Know, understand, and enforce all applicable policies and procedures related to the university and scheduling
  • Identify and participate in ongoing professional development, continuing education and training as required; play an active role in industry associations such as ACCED-I, NACAS, ACUI and/or other appropriate groups.
  • Create diagrams and floor layouts when necessary for campus events
  • Serve as a back-up to other staff members in their absence
  • Perform other duties as assigned in support of department and/or division needs and goals.

Education and/or Experience:
  • Bachelor's degree required; Master's degree preferred
  • Minimum one year of event planning or related experience is required. Operations experience is preferred
  • Higher education work experience with knowledge of best practices is preferred
  • Experience with event scheduling software is preferred
  • Event setup/teardown experience is preferred
Technology Skills:
  • Database management
  • Thorough knowledge of MS Office applications (Word, Excel, PowerPoint)
  • Use and maintain voicemail and e-mail
  • Experience with Visio, CAD, and/or other related software is preferred
  • General understanding of client-server computing and networking
  • Technical proficiency with lighting, audio-visual, and related equipment is preferred
Human Relations Skills:
  • Attention to detail
  • Exceptional time-management skills
  • Strong communication, management, and administrative skills
  • Ability to maintain confidentiality
  • High customer service skills
  • Ability to work as a team member and to work with a diverse group of constituencies
  • Ability to work evenings, weekends, and holidays as needed
  • Candidates must be willing and able to support and advance the">University mission.
Physical Demands:
  • Ability to stand for extended periods of time
  • Ability to sit for extended periods of time
  • Ability to walk for extended periods of time
  • Ability to lift and carry 50 pounds or more
Special Requirements:
  • Valid drivers' license and ability to be insured under the University's insurance plan required
To apply, please visit:

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