Minnesota Landscape Arboretum Reservation Specialist

Working Title: Reservations Specialist

Classification: Executive Oper/Stud Svs Spec

Job Code:1865

Supervisor: Private & Corporate Events Manager

Starting Salary: $23.15/hr (Step 1) AFSCME Clerical Unit 6

This position is a 100% time (12 month) AFSCME Unit 6 position, responsible for assisting the Private & Corporate Events Manager, at the Minnesota Landscape Arboretum located in Chaska, to manage and achieve the Reservations earned revenue goals. This position is responsible for booking and executing facility rentals (weddings, social, & corporate) and Event facilitation and other potential revenue producing activities. This position will requires superior customer service with an ability to work with a diverse group of clientele, attention to detail, and a strong knowledge of the Arboretum's capabilities.

JOB DESCRIPTION:

50% - Reservations and Room Rentals Private Events & Corporate

• Work one on one with clients to imagine, source, negotiate, propose, plan and implement events that delight, inspire, meet & exceed client expectations.
• Advise and consult with clients interested in room/party rental
• Make recommendations to provide clients with knowledge to create their event and, in turn,
• increases revenue for the Arboretum
• Complete reservation forms including directions for setups
• Send confirmation letters and use license agreements for rentals to clients
• Assist Private & Corporate Events Manager with negotiating contracts for all social and corporate rentals
• Assist Private Events with strategic planning
• Enforce rental policies, procedures, and license agreements for social and corporate functions
• Provide superior customer service to ensure repeat business
• Act as Reservation/Events Lead on assigned days, evenings and weekends for all groups on site

40% - Wedding Reservations

• Advise, consult and makes recommendations with clients to book wedding venue, coordinate wedding plans and logistics for wedding ceremony, reception, and dinner
• Prepare final documents and contracts
• Prepare room diagrams for custodial staff setup and catering service
• Act as lead on-site contact for weddings one weekend day per week

10% - Events and Exhibits

• Work with teams from across the Arboretum to envision, develop, propose and deliver seasonal events that engage, delight and inspire increasing numbers of visitors from a diverse target audience.
• Assist Event & Exhibits Manager on projects assigned by Private Events Manager from start to finish - including meeting revenue targets and event goals and objectives
• Act as on-site coordinator for events that require supervision as needed
• Be on site for events to pre-check event details, run through pre-event checklist with teams and assure quality delivery
• Assist with the day of duties for fundraising events such as Gala and Taste & Toast
• Miscellaneous filing and administrative duties
• Other duties as assigned by Private & Corporate Events Manager

REQUIRED QUALIFICATIONS (must be mentioned on application and/or resume):
* High school diploma/GED and four years operations and/or student support experience.
Training/education may be substituted for some of the experience
* Excellent written, oral and interpersonal communication skills
* Exceptional interpersonal and customer service skills
* Very strong organizational, budget & project management skills
* Experience with Microsoft Word, PowerPoint, Excel
* Track record of success planning and delivering successful events

PREFERRED QUALIFICATIONS:
* Bachelor's Degree
* Experience with event planning software, including EventPro
* Experience and/or familiarity with public gardens, museums, or like organizations
* Familiarity and established relationships within the event planning/hospitality industry

ADDITIONAL INFORMATION:
* This is a full time AFSCME Unit 6 position located at the Minnesota Landscape Arboretum in Chaska, Minnesota
* This position also includes the option to participate in the U of MN benefits package; medical, dental, life, STD/LTD, LTC insurance plans and flexible spending accounts
*The employer reserves the right to change or add duties to this position as long as the changes and/or additions are consistent with the job classification.

General Behavior Statements
The Minnesota Landscape Arboretum has the following expectations of all employees in the areas of problem solving, initiative, planning/organizational skills, interpersonal skills, attendance/punctuality and orderliness.

Employees are expected to:
* Identify problems in a timely and efficient manner and offer practical solutions to problems
whenever possible
* Consider the effects of decisions made prior to making decision
* Offer suggestions in ways to increase efficiency and productivity
* Make appropriate decisions about when to act independently and when to consult with others
* Use resources wisely, schedule work effectively
* Share information in a courteous manner with other employees to ensure a knowledgeable,
efficient, cohesive work force
* Provide information to visitors in a courteous and friendly manner
* Offer help to coworkers when own workload permits
* Arrive for work as scheduled to not disrupt, delay or cause additional work for coworkers
* Give proper notification to supervisor of scheduled absences
* Keep work area appropriately presentable to the public
* Return shared equipment/supplies to proper storage area after use or at end of day in ready-to-use condition
* Treat coworkers with respect and consideration

The Minnesota Landscape Arboretum is a community outreach unit of the University of Minnesota's College of Food, Agriculture and Natural Resource Sciences. The Arboretum is located west of Minneapolis/St Paul and its 1,200 acres traverse the municipalities of Chaska, Chanhassen and Victoria. As a member of the American Public Garden Association and an accredited museum through the American Alliance of Museums, the Arboretum is a tremendous public asset. Visitors engage with gardens, collections, natural areas, a farm, research demonstrations, youth and adult education, events and exhibits. Please visit us at arb.umn.edu for more information.

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Please visit the Office of Human Resources website for more information regarding benefits.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).