- Entry level
- No Education
- Salary to negotiate
- New York City
Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher degree). Two (2) years of demonstrated full-time administrative experience in facilitating reservations and managing event logistics within an environment that may include a conference center and/or hotel (e.g. client reservation intakes, ascertaining attendee counts, designing room layouts, securing agendas, identifying audio/visual requirements, securing catering details, processing permits, etc.). Working knowledge of computer software including Microsoft Office Suite.
Additional years (3+) of demonstrated full-time professional experience in facilitating reservations and managing event logistics within an environment that may include a conference center and/or hotel (e.g. client reservation intakes, ascertaining attendee counts, designing room layouts, securing agendas, identifying audio/visual requirements, securing catering details, processing permits, etc.). Demonstrated working knowledge of 25Live Pro or other scheduling software systems (e.g. CVENT, EventBrite, Social Tables). Experience working in an academic or higher education setting.
Brief Description of Duties:
Under the direction of the Assistant Director of Conference & Event Operations, the Reservations & Events Assistant provides direct support in securing reservations for the Charles B. Wang Center. They will assist in facilitating client intakes and will often serve as the first contact for clients wishing to secure space at the Center. The ideal candidate is someone with exceptional customer service skills and advanced computer skills. They must be able to manage multiple complex assignments and work independently while demonstrating strong attention to detail and producing work in a highly organized fashion. They will have experience providing exceptional customer service in a high volume environment.
The Reservation & Events Assistant is responsible for administering the reservation process at the Charles B. Wang Center. They will analyze the client’s needs against the available space as well as against the Center’s resources and utilize the University’s 25Live database in order to evaluate feasibility against audio/visual production capabilities, available custodial support, venue capacities, complexity of the agenda, and attendee count before confirming reservation dates, meeting spaces, and event logistics. Once secured, the incumbent will manage reservations and secure/confirm event details including agendas, room layouts, audio/visual requirements, permits, catering orders, rental orders, etc. The incumbent will prepare and process all event related University permits including revocable, media, and food/catering permits.
The incumbent will need to forward-think and consistently monitor reservation complexity to ensure that there is no overlap of reservations that require extensive labor. They will incorporate room blocks or blackout dates to ensure ample time for cleaning and flipping spaces.
They will prepare invoices and assist the Budget Manager in tracking payments to ensure that revenue is collected in a timely fashion. At the end of each quarter, the Assistant will prepare a revenue summary as well as project revenue for the upcoming quarter. They will identify opportunities for enhancing revenue generation whenever possible. During rate reviews, the incumbent will be responsible for conducting a regional conference market analysis in order to identify reasonable rate structures for Accounting.
The incumbent will provide administrative support including preparing and distributing daily and weekly 25Live operation reports. They will ensure that final maps, agendas, estimates/invoices are saved against the reservation and will oversee requests via the department’s Google Form, its dedicated email box, via phone intakes, and by assisting during in-person meetings. The Assistant will conduct post-event follow up including assisting in developing and implementing customer-service questionnaires designed to identify concerns or issues. Incumbent will assist in addressing concerns as directed.
They will assist in enhancing operational practices by conducting bi-annual data analysis to determine high-use times; to identify high-use clients; to forecast trends in reservations.
The incumbent will maintain a consistent floor presence at the Wang Center in order to check on clients/events; to establish actual attendee numbers; to ensure the best use of spaces; to identify reservation issues including poor use of space or improper planning issues. At times, the incumbent may be required to assist with basic client A/V needs (e.g. client computer setup; turning on microphones). He/she will identify and log customer-service issues and recommend strategies for resolving them.
Additionally, during high use times, he/she may be required to maintain a presence on the floor in order to provide clients/visitors information about the Wang Center’s history, its exhibits, and/or general University information to visitors of the building.
Other duties or projects as assigned as appropriate to rank and departmental mission.
This is a part time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
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Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Shift: Day Shift
Posting Start Date: Dec 2, 2019
Posting End Date: Jan 1, 2020, 11:59:00 PM