Guest Services & Operations Coordinator

Ball State University•Muncie, IN

3d•Onsite

About The Position

Under the direction of the Director, assist in the coordination of events; coordinate and schedule special events and summer conferences, and catering events; manage incoming telephone inquiries and greet visitors for the Office of Conference & Special Events; supervise the purchasing of supplies and supplies inventory; communicate and report using computer software; oversee catering-related administrative tasks including invoice reconciliation and prepare and execute detailed plans and arrangements. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

Requirements

Associates degree from an accredited institution OR high school diploma plus equivalent comparable job experience.
Over one year of direct or related work experience to include event planning and customer experience with demonstrated leadership and dynamic team building skills.
Skills in oral and written communication and basic computer skills.
Strong analytical and problem-solving skills.
Current authorization to be employed in the United States without employer sponsorship.

Nice To Haves

Bachelor’s degree from an accredited institution.
Additional related experience.

Responsibilities

Coordinate, schedule and facilitate events and summer conferences for all incoming groups; communicate with clients to schedule events, determine space and catering needs; gather all event requirements and follow up with clients on a continuous basis; maintain and coordinate scheduling of all university spaces; conduct tours of the university and spaces within the university as requested; assist with event management activities.
Assist with Conference & Special Events responsibilities; communicate effectively; maintain professionalism in a thorough, detailed, timely, even-handed manner; maintain confidentiality and ethical practices; remain calm, courteous and in control of all situations and have a positive impact on others; maintain composure at all times; especially when under stress; manage disagreements to reach win-win situations and create an environment where all are treated with dignity and respect and where all policies, rules, and regulations are consistently administered.
Assist with the preparation and communication of Conference & Special Events contracts; maintain effective customer and intra-university relations; outline event plans and arrangements, ensuring catering menus, dietary restrictions, and final guarantees are accurately reflected on all contractual agreements.
Prepare client journal vouchers/invoices for conference and catering services; submit to Student Financial Services for processing within the established business month; reconcile catering invoices against original orders and actual services rendered to ensure billing accuracy; audit revenue accounts on the monthly financial statements to verify that client journal vouchers or invoices were correctly posted; audit revenue accounts on a monthly basis to ensure accounts receivables (off-campus and intra-university invoices) are paid; trace unpaid accounts and send overdue notices. Consult with clients to resolve any and all invoice questions.
Exhibit proficiency in operation of all event related equipment (e.g. classroom audio-visual equipment) including set-up and troubleshooting.
Support the office by collaboratively managing incoming telephone inquiries and greeting visitors; provide accurate information regarding services and facilities; maintain effective communication with the team, including being available for on-call support during peak conference seasons and major events.
Perform other related duties as assigned, including but not limited to; reporting office repair needs, requisitioning office supplies, maintaining storage of department records according to guidelines and cleaning and maintaining office equipment.
Assist with orientation of student personnel; provide training; assign work and monitor work of students.
Assist with the purchase of supplies from approved suppliers such as but not limited audio-visual equipment for events, tables and chairs, etc. that is required for the efficient operation of the event from internal and external vendors.
Observe safety and security precautions to prevent personal or employee injury and theft of University or employee property; maintain keys in a safe manner to prevent unauthorized use.
Maintain and assist in development and updating of the Conference & Special Events website.
Perform other related duties as assigned.
Maintain regular and predictable attendance.

Benefits

Paid 10 to 24 vacation days
12 sick days
10 holidays a year
Paid parental leave (6 weeks)
Affordable health and dental insurance
Robust long-term disability and life insurance plans
Retirement benefits
90 percent of your child's (or children's) undergraduate college tuition at Ball State
100 percent of the tuition costs for you to earn your undergraduate degree
80 percent of your graduate tuition