Address
Form of work- Undergraduate Students Association – elected representatives of the undergraduate student body.
- Graduate Students Association – elected representatives of the graduate student body.
- Student Media – this includes the Daily Bruin, UCLARadio.com, the Bruin Life Yearbook, and seven different magazines.
- Services & Enterprises – this division is designed to meet the everyday needs of students and the campus community. Major divisions are the Student Union, Event Services, UCLA Restaurants, UCLA Store, UCLA Photography, and Trademarks & Licensing.
Goals of Associated Students UCLA:
Products - To provide essential and convenient items that are easily accessible, of high quality, and low cost, including, but not limited to, academic support, food, trademark merchandise, and convenience products. In addition, to continue evaluating the utility and convenience of all products to make improvements that will best serve the UCLA community.
Facilities - To provide a welcoming environment that contains as much space as possible for the optimal functioning of general academic support, student governments, student organizations, and social gatherings. To have state-of-the-art venues for programming and efficient, aesthetic, and multi-functional commercial outlets.
Programs - To provide and support a diversified array of programming by prioritizing student-run, student-initiated, student-centered programming that reflects the needs of the campus community in order to enhance educational, cultural, and developmental social interaction.
Services - To provide an outstanding level of support to student government, student groups, and student programs through the state-of-the-art office and community spaces, and by providing adequate financial resources and personnel to ensure an active and vibrant campus life.
Starting Salary Range: $47,500- $58,000
Department: Student Union
Summary of Key Responsibilities:
Under the direction of the Event Services Division Manager, the Reservations Coordinator (RC) is responsible for ensuring that the reservation process for ASUCLA Event Services-managed event and meeting spaces runs smoothly. Serving as the primary contact with our event management (EMS) and layout software providers, the RC coordinates the division’s licensing, updating and maintenance of both the EMS and layout software, while working with ASUCLA IT to address any concerns. They also ensure that staff is trained to utilize the software correctly and efficiently. Working closely with the Event Management team and prospective clients, the RC will maintain records of the client’s needs such as setup, equipment, staffing, etc. and keep accurate inventory in the software programs.
The RC also oversees the hiring and training of new part-time student reservationists as well as provide leadership, motivation, direction and support to the current team. In addition, they create and maintain reservation team student schedule and working closely with the team on the coordination and execution of the quarterly Meeting Room Lottery.
Managing Student Union Event Fund applications and distribution will be part of the RC responsibilities, as well as working closely with the Division Manager on any funding appeals. The RC will ensure ASUCLA Event Services and UCLA campus policies and procedures are followed through maintaining proper documentation and review of the daily activity logs. They will also maintain post-event evaluation records, and assist with invoicing and accounts receivable.
Attend meetings on behalf of the Events Services Division Manager as required. Assists in other areas of the Division, and performs special assignments as assigned. Office hours are Monday-Friday 9am- 6pm, and on occasion include evenings and weekends.
Qualifications:
Requires 1+ years related experience in administration, reservations or event coordination in a high-volume office. Experience must demonstrate: exceptional project management skills; ability to successfully manage production timelines; ability to manage diverse teams of onsite staff; strong interpersonal and relationship building skills; ability to work efficiently and independently in a fast-paced, dynamic environment under tight deadlines; solid verbal and written communication skills; effective customer service skills with strong organizational and time management skills. Proficiency in Microsoft Office (i.e. Outlook, PowerPoint, Word, and Excel), and Adobe Products with the ability to learn additional required business systems as needed is a must. Familiarity with the UCLA campus is preferred. Industry related BA/BS or the equivalent combination of education and experience is required.
Desired Characteristics:
Self-motivated, outgoing, positive attitude, personable and customer-focus oriented
Personal drive seeking to develop self and others.
Exercise a high degree of initiative and professionalism.
Creative, out of the box thinker with an ability to pro-actively anticipate obstacles and create solutions Resilient working in an environment where you wear 'multiple hats' and multi task
Thrives in working effectively with team members and relishes a diverse work environment. Detailed and resourceful
Able to react quickly and with grace to deviations in plans
Supervises:
Directly and indirectly supervises part-time/student staff.
Physical Requirements:
Frequent walking, standing, sitting, reaching, gripping, bending, stooping, pushing, pulling; occasional lifting up to 50 lbs.
Background Verification:
Fingerprinting Background Verification required.
ASUCLA Reservations Coordinator (01/2024) page 1 of 1
