The Assistant Director of Reservations and Travel is responsible for the daily management of all reservations and travel coordination. This position is directly responsible for the oversight of the reservation and event management process. This position acts as the main contact for all travel at the Rec. Additionally, the position acts as a liaison for the Vanderbilt Recreation and Wellness Center (Rec) with the University and affiliated community.
The Vanderbilt Recreation and Wellness Center prepares the student body to become leaders and champions in life by placing the highest values on integrity, character, sportsmanship and victory.
Key Functions and Expected Performance
Reservation and Event Management
Serve as the point of contact for all indoor and outdoor facility reservations (estimated 500 reservations a month) and requires prompt, professional, courteous service at all time
Coordinate all Rec space requests including managing all major Rec programming events and Director initiated events
Oversee all special event logistics including but not limited to setup, teardown, audio visual needs, etc.
Create collaborations on campus and with off campus vendors by meeting and providing continued assistance and expertise
Serve as an educator and resource to student organizations by growing students’ event management planning and execution knowledge for their respective organizations
Develop communication templates and contribute to informing Rec staff about all events
Follow up with users post events to obtain feedback for assessment and future planning
Responsible for maintaining all event equipment/supplies inventory, purchasing, disposal and upkeep
Serve as the main contact and organize all reservation requests, event logistics, contracts and invoices utilizing the University software, Event Management Systems (EMS)
Develop, promote and enforce University and Rec reservation and travel policies and processes
Act as the Travel point of contact for the department
Organize all travel logistics for Rec pro-staff
Assist with Club Sports and Outdoor Rec travel coordination
Provide timely and accurate expense reports
Act as a liaison to University experts to ensure all University and Rec policies are enforced
Assist in trip form management and emergency communication
Assists with memberships, purchasing, and bank processes as needed
Assist in teaching CPR/AED/FA classes
Provide data and administer regular assessments
Assist in the production of communications, publications, and outreach material using multiple technologies and social medias
Implement risk management policies and procedures for all programs
Enforce University and Rec policies and compliance standards for all programs
Other duties as assigned
This position is exempt (salary) and is expected to work Monday through Friday. Weekends, mornings, evenings, and on call status required.
Education and Certifications
A Bachelor’s degree is necessary. Master’s degree preferred.
Current American Red Cross CPR/AED and FA certification able to obtain in 30 days is required.
Experience and Skills
Minimum of 2 years’ experience working in reservations and event management
Minimum of 1 year experience working in a supervisory role
Experience in fiscal management and purchase processes
Must be able to communicate effectively and relate to students and patrons
Must be flexible and able to adapt easily to changes that occur on short notice
Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff, and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #1 in the Princeton Review among 382 top colleges and universities for “happiest students” - as well as #2 for “best quality of life” and “great financial aid,” #5 for “best run colleges” and “beautiful campus,” and #6 for both being in a “college city that students love” and having “great campus/city relations.”
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