Director of Reservations and Event Services, Waukesha

Wisconsin, United States
Salary Not specified
Jul 08, 2021
Employment Level
Employment Type
Full Time

Director of Reservations and Event Services, Waukesha

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

Director of Reservations and Event Services Responsibilities:

Database management
  • Develop, manage and maintain the university database for all events with scheduling software; maintain client database, events calendar, and create appropriate reports
  • Manage and assign user access and ensure data security and integrity
  • Coordinate and schedule requests to use university facilities in accordance with established institutional policies and procedures
  • Serve as the primary event scheduler, including oversight of data standards and account maintenance
  • Provide expert training to faculty, staff, student organization officers, and the general student body
  • Create and analyze reports as needed for benchmarking, establish metrics and make recommendations regarding institutional policies and procedures

Student staff supervision
  • Recruit, select, train, supervise and evaluate student staff as required, including summer staff, office staff and the Sneeden House caretaker
  • Manage student office workers to ensure scheduling tasks are thoroughly and accurately completed
  • Provide instruction for student workers and direct work assignments as required

  • Serve as the primary contact for non-university client requests to use university facilities; negotiate and execute appropriate facilities agreements and ensure compliance with accounting and risk management requirements, as well as local, state and federal regulations.
  • Utilizing the university's event scheduling software, coordinate reservations and services for all scheduled events; provide oversight for the scheduling and use of all university facilities.
  • Collaborate with the Senior Director to plan and execute appropriate marketing strategies, including market research, communication, sales development and special programs, required to achieve university and budgetary goals; develop and produce appropriate publications, website content and promotional materials; identify opportunities and develop materials for inclusion in appropriate newsletters, brochures and other publications.
  • Oversee summer camp and conference operations and provide support for major campus events, including orientation, move-in, homecoming, holiday events and commencement.
  • Select, train, supervise and evaluate department staff, including professional and student staff in the Office of Reservations and Event Services.
  • Develop and maintain the university's facilities use policies, procedures and guidelines; chair the Reservations Advisory Committee (RAC).
  • Make policy recommendations regarding new and innovative programs to both enhance financial performance and enhance/expand services to university and non-university clients.
  • Conduct post-event research to monitor client satisfaction and identify areas for service enhancement.
  • Develop and manage annual operating budget; propose annual fee schedules for facility use and services to ensure budget projections are met.
  • Ensure timely submission of invoices to the university business office. Produce monthly budget reports and distribute internal invoices to non-university clients.
  • 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.
  • Perform other duties as assigned in support of department and/or division needs and goals.
  • Provide evening and weekend coverage for scheduled events as required
  • Serve as a back-up to other staff members in their absence


Education and/or Experience:
  • Bachelor's degree in business, marketing, hospitality management or related field is required; master's degree is preferred.
  • Minimum of 5-10 years of experience in event planning, conference services, marketing or related field is required; experience in higher education is preferred.
  • Earned or anticipated CCEP, CASP and/or CMP certification is preferred.
  • Higher education work experience with knowledge of best practices is preferred
  • Experience with event scheduling software and survey tools such as Qualtrics is preferred
  • Experience in budget management and familiarity with generally accepted accounting principles is required; operations and contract administration experience is required.

Technology Skills:
  • Experience with enterprise and database management software required.
  • Thorough knowledge of MS Office applications required.
  • Use of voice mail and e-mail required.
  • Experience with appropriate software applications, including reservations systems required.
  • General understanding of client-server computing and networking preferred.
  • Familiarity with basic graphic and web design and editing tools preferred.
  • Attention to detail.
  • Strong communication, management and administrative skills.
  • Ability to maintain confidentiality.
  • High customer service orientation.
  • Ability to work as a team member and to work with a diverse group of constituencies
Human Relations Skills:

Physical Demands:
  • Ability to stand, sit or walk for extended periods of time.
  • Ability to lift and carry 30 pounds.


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