Reservations & Events Spec (Finance)
Dept Number/Name: 0-0427-000 / Marshall Student Center
College Division: Stud Aff-Com Dev and Stu Engage
Salary Plan: Staff
Job Code/Title: 2204 / Administrative Specialist
Position Number: 00013453
ORGANIZATIONAL SUMMARY:
The Marshall Student Center provides facilities and event services for the USF students, departments, faculty, and visitors. The MSC is the hub for campus life and programs and houses offices including Student Government, Leadership and Civic Engagement, Center for Student Involvement, and Fraternity and Sorority Life.
POSITION SUMMARY:
The Reservations and Events Specialist supports the space and facility reservation functions of the Marshall Student Center for student groups, university departments, and the general public. The majority of the work involves contact with customers, hands on experience with EMS scheduling software, assistance with event planning principles, and the ability to develop strong working relationships with the Marshall Student Center operational departments and campus entities which support campus events. The Reservations and Events Specialist will work closely with the clients to plan their events and the Conference and Event Planner to ensure excellent customer service.
RESPONSIBILITIES:
Serves as on-site liaison with the client through the initial reservation request for all student, department, and non-university events at the MSC. Provide assistance to the customers by processing the reservation request forms to ensure proper completion, doing tours of the MSC reservable spaces and providing event planning support. Responds to the general email account for the EMS Planning Office and provides assistance with routine requests for information related to the MSC Event policies and procedures, room rental, capacities, and more.
Work with the MSC Events Team regarding requirements and expectations of MSC clients. Work with customers to review all elements of the event including logistical support, room set-ups,audio visual services, catering, parking needs, policy interpretations and all other event planning issues. Upon direction of the Assoc Director of Event Planning, the incumbent will provide support to clients in other supporting services connected with the reservation process.
Utilizes the EMS Scheduling Software System to enter and process reservations for the Marshall Student Center and other MSC Programmable spaces on campus. Processes MSC Accountable Officer Forms for the various student organizations..
Responsible for accounts receivable tasks for the EMS office including identifying all billable charges from all departments supporting an event and then preparing invoices to be sent to the client and RMD. Provide communication to clients with outstanding invoices to receive payment. Verify student
organizations A&S account status and Chartfield data from Student Government, collects chartfield data for USF Departments and secures required deposits for non-USF entities. Ensure bills are processed in a timely fashion.
Creates diagrams to assist the clients and MSC Logistics team. Performs other duties as assigned.
Performs other duties as assigned.
MINIMUM QUALIFICATIONS:
This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Additional education may not be substituted for this experience requirement.
PREFERRED QUALIFICATIONS:
Bachelor's degree
USF Tampa
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 38213
Posting Date: 11/12/2024
Posting End Date:11/26/2024
How to Claim Veteran's Preference:
This position allows eligible veterans and their spouses to claim Veterans' Preference pursuant to Florida Statute 295.
Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination.
Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.
For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.
How To Apply
Click on the Apply Now button. When applying to an opening you will have the opportunity to upload a cover letter and resume.
Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above. YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.
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To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu .
Equal Employment Opportunity
USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.
The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.
USF's Equal Opportunity Affirmative Action Statement .
Federal Rights
Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .
Work Location
Campus map and location overview: USF - Tampa Campus
About USF
The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.
Working at USF
With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities.
USF offers GREAT BENEFITS to full time employees!!
- Medical/Dental/Vision Insurance
- Vacation/Sick Days
- 10 Paid Holidays
- Various Retirement and Saving Programs /Options
- Tuition Related Benefits ( available for yourself, spouse, partner or dependent)
- For more information about your total compensation package and other USF benefits, please visit: Work at USF
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