Job Id: 717 # of Openings: 1

Associated Students UCLA, as a responsive student-centered organization, provides innovative and excellent services, programs, products, and facilities for the entire UCLA community. ASUCLA was created when the campus first opened in 1919. Even in the very early years, ASUCLA meant student government, student publications, and student services such as a bookstore and cafeteria. Today, ASUCLA has evolved into a four-part organization. These four entities collectively make up the largest student association in the country. The four entities are:

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.

Reservations Coordinator (Limited Appointment)
Hourly Rate: $21.00- $23.00
Department: Event Services

Summary of Key Responsibilities:

Under the direction of the Interim Event Operations Manager, the Reservations Coordinator (RC) is responsible for the end-to-end management of the reservation process for ASUCLA Event Services-managed event and meeting spaces.

Client Intake and Experience:

Serves as the primary point of contact for reservation inquires and client communication.
Manage the reservation lifecycle from inquiry to EOL approval.
Oversees and ensures accurate intake of all client request, including the creation and maintenance of complete and accurate client profiles within the event management system Ensure timely responses and high-quality customer standards
Escalate complex or high-risk requests as appropriate
Works closely with the Event Services team, internal departments, and clients to ensure seamless coordination and delivery of services. Hires and trains part-time reservationist as weel as provide leadership, motivation, direction, and support to the team.

Reservation Operations and Systems:

Maintain accurate records of all reservations.
Ensure data accuracy and integrity within EMS and related systems
Implement quality controls check
Coordinate room assignments and scheduling to maximize space utilization and required time to setup and strike between meetings and events.
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.
Initiates the EOL process for all clients, monitors EOL submissions for delays or pending approvals through final event authorization.
Communicates authorized signatories for Registered Campus Organizations to the team
Oversees the coordination and execution of the quarterly Meeting Room Lottery for Registered Campus Organizations
Maintain accurate inventory of event resources within reservation systems

Financial Accountability:

Ensure accurate application of pricing tiers and responsible party designation at intake
Verify the correct responsible party for billing at the time of the reservation inquiry process.
Provides support to the Division Accountant by distributing required documentation to clients and assisting with follow-up communications as needed

Policy, Compliance, and Risk Management

Ensure all reservations comply with ASUCLA, UCLA and, UC Regental policies
Verify required documentation, approvals, and risk requirements are completed.
Monitor adherence to space usage policies and event guidelines

Team Leadership and Coordinator

Supervise, Train, and support student reservation staff on department policies and procedures including event management systems utilized.
Develop and manage staff schedules
Provide ongoing coaching and performance feedback
Adhere to employee policies and procedures
Represent the Division in meetings on behalf of the Interim Event Operations Manager or leadership, as needed
Provides support across the Division and. undertakes special projects as assigned.
Serves as backup support for the Event Coordinator, ensuring continuity of operations in their absence

Data, Reporting and Continuous Improvement

Track reservation metrics, space utilization, and client trends
Analyze date to inform operational improvements
Disseminate and maintain post-event evaluations and feedback reporting to inform service improvements
Review daily Building Manager and Event Management logs to ensure compliance and identify operational issues

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.

Work Location:
This position requires in-person, on-site presence within the Student Union to support event activities. The office hours are Monday-Friday 9am- 6pm, and on occasion include evenings and weekends.

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Reservations Coordinator (Limited Appointment)

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