The Office of Reservations and Conferences is a three-person team within the Auxiliary Services Department at Wesleyan University. Customer service focused, this department works with all University constituents, the surrounding community as well as many visitors.
Reporting to the Associate Director for Reservations and Conferences, the Assistant Director responsible for executing a broad range of events of varying complexity, communicating relevant policy and procedure to the office’s diverse constituents, and supporting users in the technical operation of the EMS and Master Calendar systems.
Responsibilities include:
Reservation Management:
Oversee University-wide scheduling program for events, meetings, and rehearsals, programs and conferences. that take place throughout the campus.
Liaison between the University community, outside clients and various departments for managing all events in the programmatic arts locations on campus including but not limited to the Center for the Arts (CFA) spaces.
Support clients with event planning including all logistics (Audio/Visual (A/V), catering, set-ups), with a special expertise on events/programs in the CFA spaces.
Interpret and implement space requests submitted through Event Management System (EMS) and coordinate with individual venue managers for event authorization and event needs.
Collaborate with departments and event sponsors to determine and provide event needs and ensure that all services are included in the EMS reservation.
Act as liaison between the client and the individual space coordinator to ensure event needs are scheduled in EMS.
Provide first point of contact for all student thesis inquiries, respond to requests for information, organize and facilitate meetings with students to explain event advancement process and vet all student event requests. Refer to WesNest as necessary and/or schedule if related to academic use.
Support University wide events including Reunion/Commencement, Orientation., WesFest, and Board of Trustee meetings, and others.
Administration:
Maintain department website.
Provide ad-hoc technical support for users of the EMS suite.
Communicate policies and procedures to all patrons and ensure compliance.
Conduct research and benchmarking as necessary.
Generate and interpret reports.
Utilize diagramming software to create event diagrams.
Assist in budget projections, analysis and reporting for revenue and expense accounts.
Other duties as assigned.
Additional Information
All offers to external applicants are contingent on the candidate’s completion of a pre-employment background check screening to the satisfaction of Wesleyan University.
Wesleyan University requires proof of COVID-19 vaccination and booster (if eligible under CDC guidelines) or an approved exemption prior to first day of employment.
Bachelor’s degree and at least four years of event related or similar work experience or an equivalent combination of education, training and experience. Prior experience with Event Management Systems (EMS) scheduling software including managing space requests that require needs such as catering, AV, staffing. Prior experience working with diagraming software. Prior experience working with theater (or similar) venue production teams. Experience with forecasting a budget and developing expenses versus income expectations. Prior experience in assisting with event logistics. Demonstrated ability to work independently and make autonomous decisions, set priorities, take initiative and manage multiple duties with minimal supervision. Ability to work effectively and flexibly with faculty, staff, students, and external clients in a fast-paced environment. Demonstrated commitment to work within a diverse environment and interact openly with individuals of different backgrounds. Demonstrated ability to be an effective communicator. Strong organization skills. Prior experience in conducting research and benchmarking and preparing corresponding reports. Evening and weekend work will be required during peak times (e.g. Homecoming/Family weekend; Reunion/Commencement weekend).x
Preferred Requirements
Experience with client relations and event contract management. Experience with venue management
Wesleyan University, founded in 1831, is a diverse, energetic liberal arts community where critical thinking and practical idealism go hand in hand.
At Wesleyan University, we are all educators. In this energetic and inclusive community, our talented faculty and staff foster a liberal arts educational experience characterized by boldness, rigor and practical idealism. Genuinely open-minded, intellectually curious and mission-driven, our employees invest their impressive talents in fulfilling careers. In return, Wesleyan offers a broad range of growth and wellness opportunities – comprehensive group insurance plans, fitness incentives, generous paid time off, retirement plans, flexible work schedules and educational benefits, including free employee access to Wesleyan’s Graduate Liberal Studies program and undergraduate tuition reimbursement for dependents of eligible employees.
Campus life affords employees with countless opportunities to experience general-interest, academic, artistic, and athletic events and our advantageous position in central Connecticut provides easy access to Boston, New York and the many other exciting and culturally rich destinations of New England. Fe...w workplaces are like Wesleyan and we welcome your interest in learning more about us. Wesleyan University is a highly selective private liberal arts university with a student body of 3000 undergraduates and 200 graduate students.
