Program Manager, Reservations - Student Engagement and Belonging

Ref. No.
WF250304

Position ID: 199917

Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research, and public service engages a diverse student body of more than 17,000 students in nine schools and colleges across three campuses.

Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks.

This position reports to the Associate Director for Operations through the Senior Assistant Director for Reservations & Events within the Department of Student Engagement & Belonging. The Program Manager works collaboratively with departmental staff to aid the Director in developing and managing a comprehensive reservation and events program at the University at Albany.

Primary Responsibilities:

• Space Reservations
  • Collaborate with the Senior Assistant Director to facilitate the entire reservations process within the spaces and locations assigned to the department.
  • Oversee the daily operations and space requests and reservations for rooms and equipment as assigned. Specifically work with Student organizations and departments for small to medium sized spaces.
  • Conduct routine checks of incoming requests, interact with client groups, provide logistical support, define set-up requirements, and review reservations in the universities' event management system.
  • Serve as the point of contact with customers by communicating in a timely and professional manner.
  • Proactively manage tentative or unconfirmed reservations by initiating follow-up with clients together necessary details and confirm arrangements.
  • Assist with the invoicing, billing, and collections process for reservations.
• Technology
  • Provide oversight of all facility technology operations, ensuring seamless technical support for programs and events help across departmental spaces.
  • Hire, train, and supervise the Campus Center's Student Technology Services staff (STS). Manage staffing schedules, payroll, and budget.
  • Maintain the technical systems/apps/programs used throughout the department.
  • Manage the Campus Center Minerva (chatbot).
  • Update content in the Visix/Digital Signage as well as the Digital directory on a routine basis.
• Events Management
  • Contribute to the planning and organization of events, including logistics, schedules, and on-site management to ensure successful outcomes.
  • Play an active role in the hiring, training, and supervision of event staff. Aid with scheduling of staff as assigned.
  • Participate in the development and review of policies, procedures, forms, and budgets for events and event staffing.
• Student Engagement & Belonging Events
  • Support Welcome Week, Student Leadership Awards, and other large-scale events managed by the Student Engagement and Belonging. May require evening and weekend hours on occasion.
• Departmental Support
  • Assists in establishing and implementing goals and objectives.
  • Assists in creating the department's strategic plan.
  • Interacts with Director and staff members regarding topics to help identify opportunities for improvement.
  • Work with all Student Engagement & Belonging professional staff members to actively communicate and market all programs through print media, electronic media, social media, special events and any other efforts deemed appropriate to effectively reach the University Community.
  • Maintains a positive relationship with other personnel and departments that assist in the development of Student Engagement & Belonging programs, services, and facilities.
  • Represents the department and The University at Albany on various committees, boards, and associations.
  • Interacts with students, faculty, and staff for the benefit of carrying out the mission of the department.

Functional and Supervisory Relationships:

• Reports to the Senior Assistant Director for Reservations & Events, Student Engagement & Belonging.
• Supervises Graduate level staff assigned to Reservations & Events.
• Supervises Student staff assigned to Student Technical Support team.
• Assists in supervising Student staff assigned to events.

Job Requirements:

• Demonstrated ability to work both independently and in a team-oriented, collaborative environment.
• Excellent verbal and written communication skills.
• Strong technical skills with audio visual equipment and processes.
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role.

Minimum Qualifications:

• Bachelor's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• Two or more years of professional experience working in a higher education setting.

Preferred Qualifications:

• Master's degree from an accredited institution in Higher Education Administration, Business Administration, and/or related field.
• Direct experience working with a college or university campus center or union facility scheduling, event management, or reservations.

Working Environment:

• A majority of this job includes a typical office environment; however, candidate must be willing to sometimes be in the field/outdoors. May be asked to carry/move up to 50 pounds.
• May be required to work evenings and weekends depending on event schedules.

Professional Rank and Salary Grade: Student Union Assistant Director, SL3, $57,151.

Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that UAlbany is not an E-Verify employer.

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link

Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. 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 [email protected].

THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER

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• Resume
• Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
• List of 3 professional references with e-mail addresses and telephone numbers

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Preference will be given to applications received by May 10.