Providence College Looking for Central Reservations Manager Full Time

Overview

Manage the internal event scheduling and space allocation functions and inventory for the entire campus community under the direct supervision of the Sr. Director of College Event Management.

Essential Duties

1. Approve, schedule, coordinate, and monitor space requests for all events, meetings, programs, and activities on campus. Screen events in conjunction with the Assistant Director of Conference Services, the Director of SAIL, and the Sr. Director of College Events regarding event compliance with all College policies. Serve as liaison with Sodexo, Physical Plant, Public Safety, Academic Media Services, and the requestor. Lead a campus event resource committee made up of campus partners that project weekly and monthly space use in an effort to mitigate over-taxing of resources and effectively manage space.

2. Lead responsibility for maintaining 25LivePro (web-based reservation system), training College community quarterly, designing online request forms, communicating and enforcing policies and procedures for the campus space scheduling system and its stakeholders. Manage testing functions and updating of system for optimal efficiency. Generate usage and statistical reports to the campus community as requested.

3. Train and supervise all College staff that will utilize the reservation system and ensure quality control for events. Conduct weekly team meetings with the Director Operations, Graduate Assistant, and the Assistant Director of Conference Services to ensure that the ever-increasing volume of requests are processed in a fair, timely, and accurate manner. Regularly prioritize the distribution of requests among the staff based on the immediate needs of the community and available resources.

4. Develop community procedures for space reservation and propose appropriate policies to govern the use of reservable space. Confer with other members of the Event Management team to monitor appropriate enforcement of the speaker policy and content for all event requests. Ensure the AVP, the Sr. Director, and the Executive Office are apprised of both a snapshot of campus activity and any event content that might be of concern or not in alignment with the mission of the College. Act as a planning resource to space approvers and requestors regarding content for events in order to maintain compliance with College policies. 

Marginal Duties

Perform all other duties as may be required

Education and Experience Required

• Bachelor’s Degree from an accredited institution required
• Three to five years’ experience in higher education space management, scheduling, events, or a similar industry or an equivalent combination of education and experience.
• Proficiency in Microsoft Office.
• Ability to learn Central Reservation systems
• Excellent interpersonal and time management skills
• Excellent management and customer service skills
• Ability to work in a collaborative environment with faculty, staff, and students
• Excellent analytical and decision-making skills

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Sitting in a normal seated position for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

Salary Grade
19 (Min. $48,958/Mid. $63,646/Max. $78,334)

Salary Information

Employees are normally hired between the minimum and the midpoint of a position’s grade range to which a position has been assigned, depending on experience and qualifications.

Union Status: Non-Union

Shift
First

EEO Statement

Providence College does not discriminate against any person because of race, color, national and ethnic origin, sex, gender, except where gender is a bona fide occupational qualification, sexual orientation, gender identity, religion, disability, age, veteran status, or genetic information. The College will develop, and from time to time update, an affirmative action program and will insist on a good-faith effort on the part of its employees to comply with the program. The College will request and expect its agents and those with whom it conducts its affairs to meet the commitment of this important program.

Requisition Number: AS810P