Reservation Specialist

Position Details

Position Title

Reservation Specialist

Position Number


Position Summary

The Reservation Specialist is responsible for various university scheduling functions in support of Washburn University’s mission, policies, and procedures. The position requires a commitment to providing high levels of customer service to both internal and external customers.

Essential Job Functions of Position

• Assist customers (university faculty, staff, or students; community organizations and individuals) with scheduling use of facilities for meetings and events according to established policies and procedures.

• Enter reservation information, such as reservation date/s, room setup, audio/visual technology, equipment needs, and other customer-specific arrangements into computerized scheduling programs. Assist with ADA compliance through reservation requests.

• Compile and distribute promptly, complete and accurate information about all upcoming events to appropriate facility and staff to facilitate preparation.

• Communicate any changes and discuss special arrangements for each event to staff involved with the event. Notify the Facilities Manager and Director, Memorial Union of event needs to facilitate staff planning for special events.

• Complete, distribute, and file forms relative to each event, including but not limited to reservation/confirmation, waivers, and sponsorship forms.

• Generate and send statements for rental and special service charges according to the established fee schedule.

• Collect and deposit all money according to established policies and procedures.

• Read and interpret University policies governing insurance coverage and advise group representatives of policies and requirements that govern their use of facilities. Review completed forms and other documentation to evaluate compliance with policy requirements. Will work in conjunction with other university staff to assist groups with resolving issues identified during the review.

Responsible for communicating to staff and event participants any special instructions or updates related to elevator issues, inclement weather concerns, or other information necessary to maintain event participants’ safety.

• Assist other office support staff as necessary to complete daily office assignments or provide backup office coverage to other unit support staff during absences and periods of heavy workloads to ensure continued delivery of excellent customer service.

• Assist staff with collecting financial and room usage data, year-end, and special reports, as directed.

• Perform additional job-related duties as assigned or as appropriate.

Non-Essential Job Functions of Position

Education and Experience

High School diploma, GED, or equivalent. Two years of experience in conference facility scheduling, or one year of experience using the event management system ( EMS ), or completion of a course of study at the post-secondary level in Hospitality/Office Management and one year of experience providing administrative support.

Knowledge, Skills & Abilities

Effective communication, customer service, Microsoft Word, Excel, and Outlook skills.

Preferred: Experience using Adobe Illustrator, PowerPoint.

Licenses, Certifications & Registrations

Additional Requirements (e.g. Physical Demands)

Campus Security Authority


Special Instructions to Applicant

The interview process may require the completion of skills assessments to determine proficiency in software and skills needed to perform the essential functions of the position. If additional testing is required, the information will be provided to candidates selected for interviews.

Advertised Pay


Work Schedule

Regular Business Hours


Full Time

Average Hours per Week


Months per Year






EEO Statement

Washburn is dedicated to providing a student-centered and teaching focused academic environment and a curriculum that engages the diversity of human experience across the globe. We seek candidates who are committed to Washburn’s efforts to create a climate that fosters the growth and development of a diverse student body, and we encourage applications from members of groups that have been historically underrepresented in higher education. Application materials should clearly articulate how the candidate will contribute to the University’s commitment to diversity and inclusion through their teaching, research, and/or service.

Washburn University is an EOE . Washburn University provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Posting Number


Background Check Required?


Driving History Checked?


Drug Screen Required?


Anticipated Start Date

Position End Date (if temporary)

For earliest consideration apply by


Posting Close Date

Open Until Filled?


Quick Link for Direct Access to Posting
Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma, GED or equivalent?
    • Yes
    • No
  2. * Do you have two years of experience in conference facility scheduling or one year of experience using the event management system (EMS), or completion of a course of study at the post-secondary level in Hospitality/Office Management and one year of experience providing administrative support?
    • Yes
    • No
  3. * Do you have effective Microsoft Word, Excel, and Outlook skills?
    • Yes
    • No
  4. * Do you have experience using Adobe Illustrator?
    • Yes
    • No
  5. * Do you have any experience using PowerPoint?
    • Yes
    • No
  6. * How many years do you have providing meeting and/or event planning?
    • Less than one year
    • 1 year
    • 2 years
    • 3 years
    • 4 years
    • 5 years
Documents Needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation

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