Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher degree). Two (2) years of demonstrated full-time professional administrative experience to include a demonstrated working knowledge of 25Live or similar scheduling software (i.e. CVENT, Social Tables). Working knowledge of computer software including Microsoft Office Suite. Previous experience working with and facilitating reservations within an environment that may include a conference center and/or hotel (e.g. client reservation intakes, attendee counts, room layouts, agendas, audio/visual requirements, permits, catering details, etc).
Direct experience in securing reservations for a conference facility. Previous experience working in an academic setting. Additional years (3+) of demonstrated full-time professional administrative experience to include a demonstrated working knowledge of 25Live or similar scheduling software (e.g. CVENT, Social Tables).
Brief Description of Duties:
Under the direction of the Client Services Coordinator the Reservations & Events Assistant provides direct support to the Client Services Coordinator in securing reservations for the Charles B. Wang Center. They will assist in facilitating client intakes and will often serve as the first contact for clients wishing to secure space at the Center.
The ideal candidate is someone with exceptional customer service skills and advanced computer skills. They must be able to manage multiple complex assignments and work independently while demonstrating strong attention to detail and producing work in a highly organized fashion. They will have the demonstrated experience providing exceptional customer service in a high volume environment.
Under the direction of the Client Services Coordinator, the Reservation & Events Assistant is responsible for administering the reservation process at the Charles B. Wang Center. They will analyze the client's needs against the available space as well as against the Center's resources. They will utilize the University's 25Live database in order to evaluate feasibility against audio/visual production capabilities, available custodial support, venue capacities, the complexity of the agenda, and attendee count before confirming reservation dates, meeting spaces, and event logistics.
Once secured, the incumbent will manage reservations and secure/confirm event details including agendas, room layouts, audio/visual requirements, permits, catering orders, rental orders, etc. The incumbent will prepare and process all event-related University permits including revocable, media, and food/catering permits.
The incumbent will need to forward-think and consistently monitor reservation complexity to ensure that there is no overlap of reservations that require extensive labor. Under the direction of the Client Services Coordinator, they will incorporate room blocks or blackout dates to ensure ample time for cleaning and flipping spaces.
They will prepare invoices and assist the Budget Manager in tracking payments to ensure that revenue is collected in a timely fashion. At the end of each quarter, the Assistant will prepare a revenue summary as well as project revenue for the upcoming quarter. They will identify opportunities for enhancing revenue generation whenever possible.
During rate reviews, the incumbent will be responsible for conducting a regional conference market analysis in order to identify reasonable rate structures for Accounting.
The incumbent will provide administrative support including preparing and distributing daily and weekly 25Live operation reports. He/she will ensure that final maps, agendas, estimates/invoices are saved against the reservation. He/she will oversee requests via the department's Google Form, its dedicated email box, via phone intakes, and by assisting during in-person meetings.He/she will conduct post-event follow up including assisting in developing and implementing customer-service questionnaires designed to identify concerns or issues. The Incumbent will assist in addressing concerns as directed.
They will assist in enhancing operational practices by conducting bi-annual data analysis to determine high-use times; to identify high-use clients; to forecast trends in reservations.
The incumbent will maintain a consistent floor presence at the Wang Center in order to check on clients/events; to establish actual attendee numbers; to ensure the best use of spaces; to identify reservation issues including poor use of space or improper planning issues. At times, the incumbent may be required to assist with basic client A/V needs (e.g. client computer setup; turning on microphones). He/she will identify and log customer-service issues and recommend strategies for resolving them.
Additionally, during high usage times, they may be required to maintain a presence on the floor in order to provide clients/visitors information about the Wang Center's history, its exhibits, and/or general University information to visitors of the building.
Other duties or projects as assigned as appropriate to rank and departmental mission.
This is a part time appointment (.50 FTE). FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at
About Stony Brook:
Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.
Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected veterans.
If you need a disability-related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed online at the University Police website at http://www.stonybrook.edu/police .
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Conferences & Special Events-Stony Brook University
Schedule: Part-time Shift: Day Shift Shift Hours: 10:00 a.m. - 1:45 p.m. Pass Days: Sat, Sun
Posting Start Date: Oct 10, 2019
Posting End Date: Oct 25, 2019, 3:59:00 AM
Salary: Commensurate with experience within the range of $23,500-$25,000 (prorated to reflect the .50 FTE).
Salary Grade: SL2
Appointment Type: Temporary
Internal Number: 1903334
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.