Reservations Coordinator

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 03-16-2026

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the Division of Student Affairs and Success, (DSAS) at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, capital planning, dining services, conference services, early education services ,and business and financial analysis for these areas. Through these units, educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children, and external constituents.

Conference Services (CS) is an auxiliary enterprise reporting to Housing Services. Conference Services provides housing, dining, meeting space, registration support, and coordinates all other requirements for conferences on UCSC's campus during the summer quarter. The income generated by Conference Services during the ten-week conference season contributes to the Residence Operations budget. Conference Services also coordinates campus-wide events year-round, by managing facilities and providing registration services for both on and off-campus events for academic departments.

More information can be found at: https://conferenceservices.ucsc.edu/

JOB SUMMARY

Under the general supervision of the Associate Director of Conference Services, the Reservations Coordinator has primary responsibility for coordinating all aspects of reservations in the college venues, as well as primary responsibility for facilities-related aspects of all events taking place in these venues. Responsibilities include room scheduling and reservations, liaison activities regarding events occurring in college venues, equipment inventory and maintenance, supervision of the student events staff, and general administrative responsibilities. The Reservations Coordinator also serves as the primary presence at events happening at the College during the evening and on weekends.

APPOINTMENT INFORMATION

Budgeted Salary: $29.38/hourly
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Wednesday through Sunday - Schedule to be discussed at time of interview
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: Scotts Valley Enterprise Center and UC Santa Cruz Main Campus, medical center or other university setting and various external venues

Union Representation: Clerical Employees (CX)

Job Code Classification: BLANK AST 3 (004722)

Travel: Never or Rarely

JOB DUTIES

60% - Reservation Coordination and Support of Events Facility Use

• Balances complex client needs with a professional customer service approach when communicating electronically and in-person. Guides client expectations to align desired outcomes with venue capabilities. Maintains good relationships with clients when needs cannot be met.
• Schedules and maintains use of college student life facilities. Informs users of policies and fees, ensures receipt of reservation requirements.
• Communicates with room users to ensure equipment and materials are arranged as needed, and refers as appropriate with Campus Facilities, Grounds, Central Purchasing, Media Services, Transportation and Parking Services, Conference Services and other campus offices.
• Serves as an on-site professional staff presence for venue and technical needs for large-scale and/or high-profile events happening at the college, as needed.
• Updates and maintains combined Colleges' facility calendar for staff planning purposes; communicates this information regularly at appropriate staff meetings.
• Assesses needs and goals of event planners and communicates all room use policies. Works with affiliated campus partners who may share in the use of venues.
• Assists in the development of event-related policies and practices. Serves as a resource for referral to other venues, advising resources, and other campus offices as appropriate. Ensures scheduled facilities are opened and closed as necessary.
• Meets regularly with the Programs and Residential Education teams to coordinate technical logistics and events staffing for programs.
• Collaborates with clients to set up and host technical aspects of virtual and hybrid events including live video recording/conferencing.
• Supports virtual programs, including webinars, live-streamed programs, and hybrid events. Works with campus partners to supplement college resources when outside technical support is needed.

20% - Student Supervision

• Recruits, hires, trains and supervises the events student staff.
• Meets regularly with events student staff leads to ensure that they have complete and timely information on upcoming events. Helps to develop and implement systems to ensure effective communication between college staff planning major events and the events staff. Serves as liaison between event planners and events staff.
• Plans and implements regular training for student events staff, including building technical skills, venue-specific knowledge, communication, collaboration, customer service, and other needed areas. Where appropriate, collaborates with other staff for joint training with other student leaders.
• Works with the events staff on the development and general supervision of the events staff, assists events staff with development of on-site supervision skills and practices.
• Plans and leads training for events staff, works with the student lead to engage in leading training where appropriate, and organizes outsourced training for complex or new equipment (as needed).
• Develops technical training guides for virtual event moderation, platform usage, and support. Provides training on video and sound equipment used to record live events.

10% - Facilities/Equipment Inventory and Maintenance

• Maintains all equipment (lighting, sound, audio-visual, event amenities, etc.) in the college inventory.
• Maintains accurate inventory of all equipment and supplies.
• Performs or arranges minor maintenance on all equipment, sending equipment out for repair as needed, ensuring it is returned promptly.
• Arranges for major repairs or purchases with other units and/or vendors.

5% - Financial and Other Administrative Duties

• Tracks facility-use and events staff budget, provides quarterly and annual financial and usage reports as requested. Initiates and tracks billing to users, informs Financial Analyst of recharges and revenue, and monitors receipt. Is trained to process charges in the absence of the Financial Analyst.
• Maintains inventory and orders supplies as needed. Creates and maintains systems for reservations and facility use databases.
• Assists in the design and implementation of administrative procedures.

5% - Other Duties as Assigned

• Assists with other College-wide initiatives as determined by the supervisor.
• Meets with other RECs to share strategies and to implement and support shared elements of the job.

REQUIRED QUALIFICATIONS

• Experience working with clients to assess technical needs, develop work plans, and coordinate resources to provide technical production for events.
• Knowledge and experience working with sound, light, and audio-visual technology.
• Demonstrated organizational and time management skills with the ability to prioritize work for multiple projects simultaneously and independently under the pressure of deadlines.\
• Political acumen and diplomatic skills sufficient to interact effectively and sensitively with a wide variety of constituents including students, staff, faculty, and community members.
• Demonstrated ability to interact and engage with students, vendors and staff from a variety of backgrounds and experiences.
• Demonstrated leadership and supervision skills sufficient for supervising student staff.
• Strong computer skills with knowledge of word processing, spreadsheet, database, email and calendar applications; ability to work with Mac computer systems.
• Excellent record keeping skills with ability to pay strict attention to detail.
• Ability to effectively problem solve.
• Excellent communication skills (both verbal and written).
• Ability to assimilate from oral and written sources a broad knowledge of college and campus policies and procedures and apply them with consistency.

PREFERRED QUALIFICATIONS

• Experience using Google Suite applications (Docs, Sheets, Calendar, Email, Forms, etc.)
• Experience using video editing and online broadcasting software for simple tasks (e.g. cutting content from a recording).
• Experience providing technical support and moderation for virtual events using video conference applications.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Must possess a valid license to drive in the state of California.
• The selected candidate will be required to work all scheduled hours on-site.
• Ability to work a variable schedule including evenings and weekends.
• Must have the ability to work overtime, including evenings and weekends.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy
  • Abusive Conduct in the Workplace

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.