Reservations Specialist (Project Specialist-Administrative)


Date: 1 day ago
City: Los Angeles, CA
Salary: $29 - $33 / hour
Contract type: Full time

The USC Wrigley Institute for Environmental Studies (WIES) seeks a highly motivated and customer-service oriented Reservations Specialist (Program Specialist) to assist with group reservation planning for our Wrigley Marine Science Center (WMSC) on Catalina Island. This position is located on the USC University Park Campus (UPC) and reports to the Associate Director for Business Strategy and Finance at WIES.

This full-time role as a Reservations Specialist will have responsibility to reserve, assign, and prioritize resources to clients that help to advance WIES’ mission to secure a more sustainable and equitable tomorrow. The day-to-day responsibilities will involve detailed coordination with clients to identify their desired research, conference, or education outcomes, and reserve the appropriate resources at WMSC accordingly. Reservation resources at WMSC include a variety of housing options, dining plans, educational activities, laboratories, classrooms, scientific diving, vehicle and vessel use, and more. This position will work closely with the WMSC Administration and Hospitality teams to plan day trip, overnight, and semester-long visits for a variety of education and research groups throughout the year.

The Wrigley Marine Science Center (WMSC) is a field station tailored to the needs of environmental and sustainability research. Located in a pristine environment on Santa Catalina Island, just 22 miles from Los Angeles, WMSC provides unparalleled access to both unspoiled natural systems and areas heavily affected by human activity. WMSC is equipped to host both undergraduate and graduate courses and individual academic researchers.

Major Responsibilities:

  • Act as primary contact for WMSC reservation requests and general space inquiries

  • Assess reservation inquiries to determine whether the group is in line with WIES’ mission and if our facility and staffing can support the requested resources; prioritize resources as appropriate

  • Coordinate with the administrative, laboratory, waterfront, and education departments at WMSC to ensure a client’s expected resources are available and reserved during appropriate times

  • Develop effective communication channels between multiple teams to keep them updated of any changes that happen throughout the reservation process

  • Maintain detailed event files and provide accurate reporting of housing and dining accommodations, including purpose of visit and emergency contact information

  • Assist groups with schedule planning to achieve their educational and research goals in the field and in the lab

  • Provide client relations support and collect feedback from visiting groups to continually improve program and facility operations for efficiency and user-friendly capability

  • Administer liability waivers, housing agreements, contracts, and invoices for WMSC client visits and staff housing

  • Assist with housing assignments and roommate pairing as needed for semester-long courses

  • Database management, reporting, and development for departmental reservations and billing system

  • Researches and identifies client or beneficiary needs and recommends program modifications or creation of new programs and services. Assists in the design and delivery of programs, services and special events.

  • Provides historical data and projections for use in developing resource and annual reporting to inform pricing and marketing efforts

Minimum Qualifications:

  • Bachelor’s degree in a related field or combined experience/education as substitute for minimum education

  • 2 years of experience in event planning, program/project management, or hotel/travel reservations

  • Excellent customer service, organizational, planning, logistical, problem identification and resolution, database management, process improvement, and strong oral and written communication skills

Preferred Qualifications:

  • Master’s degree in a related field

  • 3 years of experience in event planning, program/project management, or hotel/travel reservations

  • Skills in analysis, program assessment/evaluation, conceptualization and user experience design, marketing, and public speaking/presentations

Schedule: Monday-Friday, 8:00am-4:30pm. Some weekend and evening hours may be required. This position is eligible for overtime.

Location: University Park Campus, Los Angeles, California

Hourly range: The hourly rate range for this position is $29 - $33. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

USC offers a generous benefits package, including health insurance, a retirement account, life insurance, tuition benefits, and a wide range of discounts. The university invests hundreds of millions of dollars every year to provide these benefits, and they represent an important and substantial part of your overall compensation package.

For more details on USC Benefits and Perks, visit:

About the Wrigley Institute

The mission of the USC Wrigley Institute for Environmental Studies is to inspire global environmental solutions through frontier research and education. Located in Los Angeles at the University of Southern California, one of the nation’s premier research universities, we also have a satellite campus on California’s beautiful Santa Catalina Island. Through education, research, and engagement, we train the next generation of environmental leaders, develop original solutions to the world’s most pressing environmental problems, and encourage nonpartisan action for sustainability and environmental justice.

WIES is part of USC’s oldest and largest school, the Dana and David Dornsife College of Letters, Arts and Sciences, and a key player in the university’s high-profile sustainability initiatives. We are home to:

  • Dornsife’s Environmental Studies academic program, which grants both undergraduate and graduate degrees;

  • The Wrigley Marine Science Center, our Catalina Island research base;

  • The USC Hyperbaric Chamber, which serves the Southern California dive community;

  • USC Sea Grant, which conducts outreach and advocacy on the urban ocean;

  • Research centers on Earth & Environmental Systems, Applied Environmental Solutions, and Social Transformation; and

  • Signature public events that bring together business leaders, policy makers, activists, and scholars for conversations of consequence on the environment and sustainability

A job with the Wrigley Institute is an opportunity to help solve one of the most important challenges of our era. We are growing rapidly, with dedicated communications and DEI programs to help maximize our reach and ensure that the work we do is beneficial for everyone. Join us to help create a more sustainable future!

Position is eligible for USC benefits and is open until filled.

Required Documents and Additional Information:

  • Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.

  • Job openings are posted for a minimum of (5) five business days. This job may be removed from posting boards and filled any time after the minimum posting period has ended, so please apply on the same business day if interested.

  • USC has excellent benefits, including health benefits for staff and their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions after six months of employment; tuition benefits for staff and their family; free Professional Development classes; central Los Angeles location with easy access to commuter trains, buses and free tram pick up services; discounts to sporting and other campus events.

The University of Southern California is an Equal Opportunity Employer that Values Diversity.

Minimum Education: Bachelor's degree Additional Education Requirements Combined experience/education as substitute for minimum education Minimum Experience: 2 years Minimum Skills: Directly related project or administrative experience. Preferred Education: Master's degree Preferred Experience: 3 years

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