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Reservations Coordinator, Intermediate

Northern Arizona University

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Reservations Coordinator, Intermediate

Location: Campus Recreation Services
Regular/Temporary: Regular
Job ID: 607117
Full/Part Time: Full-Time

Workplace Culture

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.

Special Information

This position is posted as Reservations Coordinator, Intermediate, which is a working title. The NAU system title for this position is Events Coordinator, Intermediate.

Job Description

Under the direction and supervision of the Assistant Director of Facility Operations (Campus Recreation), this Reservations Coordinator is responsible for the coordination and management of internal and external facility reservations and event management. Primary functions of this position include scheduling events and managing reservations for all Campus Recreation spaces, ensure quality customer service for special events, personnel management, security and safety.

Coordination of Campus Recreation Facility Reservations - 40%
  • Review, coordinate, and schedule all facility reservation requests for the Recreation Center, South Rec. Fields Complex, and other outdoor fields by utilizing the Event Management System (EMS).
  • Create and manage a priority scheduling process that allows for internal reservations (Fitness programs, Intramural Sports, Sport Clubs, Outdoors, etc.), academic reservations, reservations by student organizations, as well as external reservations.
  • Assist in process contracts and Facility Use Agreements for the department. Coordinate facility use and reservations for FIT-100 classes.
  • Assist with the coordination of the daily operations for the Recreation Center and Campus Recreation Outdoor Fields.
  • Help develop management strategies to record reservations, invoicing, and payment.

Event Operations - 35%
  • Communicate with registered student organizations and university departments to confirm their events and reservations within Campus Recreation facilities.
  • Assist in event setup/breakdown/changeover, crowd management, and customer service as needed.
  • Responsible for removal of rental equipment, and restoring all activity spaces to original condition upon event conclusion.
  • Help perform light cleaning of the rental equipment and activity space if needed.
  • Ensure adequate staffing of events, post and fill shifts using WhentoWork scheduling software.

Personnel Management - 20%
  • Recruit, interview, and hire event management student employee staff.
  • Create, implement, and lead staff trainings that cover event management operations, procedures, and risk management.
  • Schedule, manage, and evaluate event management student employee staff.
  • Develop and revise staff training manuals, and conduct monthly meetings or on-going trainings as needed.
  • Provide constructive oral and written feedback to staff.
  • Initiate disciplinary action procedures when needed.

Other - 5%
  • Act as a representative and liaison for Campus Recreation Services and other university departments.
  • Participate as a representative of Campus Recreation at university programs and events, such as; Family Weekend, Homecoming, Orientation, Expos and New Employee Orientations.
  • Provide accurate and timely communications to with supervisor and Campus Recreation Leadership. The position may require working mornings, evenings, and weekends.
  • Other duties as assigned to support division and departmental vision, objectives and goals.

Work Environment

Continuously maintain and adhere to the department's Vision, Mission and Values, and Performance Standards. Regular and punctual attendance in the workplace required and work additional hours when required. Frequently work more than 40 hours per week, including weekends, evenings, and holidays. This position is designated as an essential worker and may need to report to work, either in-person or remotely, after hours, during NAU holidays or emergency closures, and/or while on leave (excluding Family Medical Leave unless permitted to work intermittently). Not all designated essential workers will be required to work during these times but will work as assigned/required by the supervisor. Comply with departmental and university policies and procedures, and all other university and system rules and regulations. Security sensitive position. Position is a Campus Security Authority pursuant to the Clery Act and University policy, and a Responsible Employee pursuant to Title IX and University policy.

Repetitive use of a keyboard at a workstation, use of manual dexterity, climbing of stairs, lifting, and moving, exposure to alarms, fumes, large crowds, microwave emissions, noise, and windowless work area. May work around chemical fumes, and around standard office conditions. Occasional use of sports and mechanical equipment. Occasional outdoor activity and exposure to all weather conditions. May work in all weather conditions. May work around chemical fumes. May work around or use chemicals. May work around electrical and mechanical hazards. Exposure to heights. Frequent use of sport and fixed equipment, tools, and University lift training.

Work under stress, as a team member, independently and with overlapping projects. Maintain ability to interact cooperatively with staff and participants, work with limited direction, communicate effectively both in written and verbal form, be flexible, think creatively and use initiative, be supervised, adhere to university policies and procedures, organize time and documents effectively, perform multiple tasks, and function capably in a complex organizational structure with fast-paced working conditions. Ability to provide leadership, problem solve, supervise others, delegate tasks, make independent judgments, maintain confidentiality, maintain professional demeanor, and maintain knowledge required to perform professional duties.

Minimum Qualifications

  • Associates or Bachelor's Degree
  • 2-4 years of relevant experience
  • Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

  • Bachelor's or Master's Degree in Recreation, Parks & Recreation Management, Sport Management, Business, Health Education/Promotion or related field
  • Current American Red Cross First Aid and Professional Rescuer CPR certifications OR ability to obtain within 30 days of employment
  • American Red Cross First Aid and CPR Instructor trainer
  • Experience working with Software platforms (Event Management Software (EMS), Fusion, WhentoWork)

Knowledge, Skills, & Abilities

  • Intermediate knowledge of event planning tools, processes, and policies
  • Demonstrated ability and knowledge of working with people from a variety of backgrounds and demonstrated sensitivity to multicultural issues.
  • Skills in leadership, organization, management, and decision-making.
  • Ability to schedule, organize and facilitate recreation and event activities.
  • Ability to analyze problems, and make well-reasoned, sound decisions.
  • Balance competing priorities.
  • Awareness and commitment to NAU's EEO/Affirmative Action Plan and Safe Working and Learning Environment goals.

Background Information

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.


Salary is $43,000.

FLSA Status

This position is non-exempt under the Fair Labor Standards Act (FLSA). The incumbent is eligible for overtime pay or compensatory time according to University policy. Further, the employee must submit timesheets that accurately reflect all hours worked.


This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the Human Resources benefits website. Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Application Deadline

April 24, 2023 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, [email protected], or PO Box 5633, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

Know Your Rights Poster

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.

To apply, visit

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About Northern Arizona University

Northern Arizona University sits at the base of the San Francisco Peaks, on homelands sacred to Native Americans throughout the region. We honor their past, present, and future generations, who have lived here for millennia and will forever call this place home.

Founded in 1899, Northern Arizona University is a community-engaged, high-research university that delivers an exceptional student-centered experience to its nearly 28,000 students in Flagstaff, at 22 statewide campuses, and online. Building on a 123-year history of distinctive excellence, NAU aims to be the nation’s preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond. NAU is committed to meeting talent with access and excellence through its impactful academic programs and enriching experiences, paving the way to a better future for the diverse students it serves and the communities they represent.

Why work at Northern Arizona University?  

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.

NAU transforms lives and enriches communities through high-quality academics and impactful scholarship, creative endeavors, and public service.

NAU will educate, support, and empower students from all backgrounds, identities, and lived experiences to reach their full potential and contribute to a more just, equitable, inclusive, prosperous, and sustainable future.

NAU- 2025 Elevating Excellence Priorities

  • Academic Excellence
  • Student Success
  • Commitment to Indigenous Peoples 
  • Impactful Scholarship
  • Mission Driven and Diverse Faculty and Staff
  • Community Engagment 
  • Sustainable Stewards of Resources 


Northern Arizona University is committed to bringing excellence to our campus through a variety of backgrounds, skills, experiences, and perspectives.  We respect and value diversity among our faculty, staff, and students.

Learn more about our affirmative action plan and commitment to diversity.

Benefits for Northern Arizona University Faculty and Staff 

Why work at NAU?

Why choose Flagstaff?

Flagstaff has a population of about 70,000, rich in cultural diversity. Located at the base of the majestic San Francisco Peaks, Flagstaff is 140 miles north of Phoenix at the intersection of Interstate 17 and Interstate 40.With its elevation of 7,000 feet and four-season climate, Flagstaff is ideal for year-round outdoor activities. Nearby attractions include the Grand Canyon, Lowell Observatory, Oak Creek Canyon, Sedona, Monument Valley, Sunset Crater, Meteor Crater, and Arizona Snowbowl.

Flagstaff was recently ranked the 6th Least Stressful City in the United States by  Come see what Flagstaff is all about and search our job openings to see what NAU can offer to you.

Northern Arizona University across Arizona

NAU also has a variety of statewide campuses that are employees work at including, but not limited to:

  • NAU- Yuma
  • NAU- North Valley (Phoenix, AZ)
  • NAU- Phoenix Biomedical Campus 
  • and many of our Arizona Community Colleges 


Northern Arizona University is committed to bringing excellence to our campus through a variety of backgrounds, skills, experiences, and perspectives.  We respect and value diversity among our faculty, staff, and students.

Learn more about our affirmative action plan and commitment to diversity.

For any questions about Northern Arizona University or employment opportunities please contact [email protected]

Find Us
PO Box 4113 Flagstaff, AZ 86011
United States

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