Graduate Assistant - Reservation and Event Services

Location: 100 N East Ave, Waukesha, WI

About the role

At Carroll University, we are committed to identifying and employing strategies to support our goal to be and remain a socially just organization. Rooted in the Presbyterian (U.S.A.) heritage, we respect all aspects of diversity, embrace the practice of equity, expect inclusion, and embrace belonging throughout our community. Therefore, we seek applicants who can demonstrate their understanding of justice and who can inspire our increasingly diverse student population.

The Graduate Assistant for Reservations and Event Services is responsible for supporting the Director with the overall management of year-round campus events, including Summer Camps and Conferences. This individual will support the Reservations and Event Services staff in the overall supervision of Reservations and Event Services student employees, which include Fellows, Supervisors, and approximately 25 general staff members.

Responsibilities

• Provide supervisory support to student employees in absence of direct supervisor; assist with training, task and project assignments, and participate in regular staff meetings
• Provide office support including, but not limited to, answering phones, assisting with paperwork, collecting information to draft and execute contracts, generate invoices, etc.
• Utilize scheduling software to enter events and ensure client requests are monitored and completed
• Run reports from the university reservation system to monitor client requests and manage daily workflow
• Collaborate with university departments in the successful coordination of events
• Assist in the enforcement of facility guidelines and university policy
• Supervise and support events outside normal business hours (if necessary) in addition to break-week schedules (holiday and school breaks when necessary)
• Complete other duties as assigned

Summer Camps and Conferences Responsibilities

• Assist with the coordination of guest services, facilities, custodial services and other requests as needed by clients
• Attend check-ins and check-outs during the summer to increase visibility and customer service to university clients
• Facilitate and attend camp welcome meetings when needed
• Work closely with Dining Services, Card Office, Residence Life and Housing, Office of Information Technology, Public Safety, Facilities, and other stakeholders on a daily/weekly basis
• Distribute information to clients, stakeholders and staff in a timely and efficient manner
• Share in a summer camps and conferences emergency on-call rotation including promptly responding to, documenting situations, and providing appropriate follow-up

Requirements

• Maintain full time status in an eligible Carroll University graduate program
• Additional approval is required for entrance in graduate programs outside of the Master of Education
• Bachelor's Degree Required
• Previous experience working in higher education, or an events office environment is preferred
• Ability to work evening and weekend hours
• Ability to lift 50 lbs. and walk for extended periods of time
• Demonstrate ability to work effectively on multiple projects and initiatives
• Must have a valid driver's license and be insurable under the university's insurance

Skills

• Proficiency with Microsoft computer applications desirable
• A positive, collaborative, and team focused approach to working with professional and student staff members
• Ability to work effectively with people regardless of their age, gender, race, sexual orientation, ethnicity, religion, ability, socio-economic background, or job type
• Supervisory and event management experience preferred
• Ability to direct management goals, to facilitate change and to create and implement innovative programs
• Excellent verbal and written communication skills
• Ability to work in a high-pressure environment and to establish and maintain effective working relationships with a variety of staff and the surrounding community