University Catering and Events Coordinator

Ball State University • Muncie, IN

1d • $17 - $18 • Onsite

About The Position

Under the direction of the Director, perform bookkeeping and auditing tasks under firm deadlines, including but not limited to accounts payable, accounts receivable, and typing/routing of food and supply transfers; audit count of reserve money, meal period and daily cashier reports, and sales deposit monies; maintain adequate monies in proper denominations for cashiering function; prepare records for financial reporting, including but not limited to inventory evaluations, submittal of bills for payment, and invoices for payments due and meet requirements for end-of-the-month financial reports; type and send overdue notices; maintain and submit financial records, royalty payments, and reports required by contracted vendors; ensure employee efficiency and productivity; ensure industry standards for sanitation; safety; and service of food; prepare and execute detailed plans and arrangements; ensure unit and cash security; lead and serve on department teams; and perform duties of employees in emergencies. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

Requirements

• Associate degree OR High School diploma plus an additional combination of education or comparable job experience.
• Over one year of direct or related work experience to include bookkeeping and/or accounting experience.
• Must possess a valid Indiana alcohol service employee permit or obtain such licensing within a reasonable time-period after hire as determined by Ball State University.
• Excellent computer skills in Windows Word, Excel and Outlook.
• Demonstrated excellence in customer service; demonstrated ability to work in an environment with frequent interruptions and changes.

Nice To Haves

• Bachelor’s degree.
• Additional related experience, strong verbal and written communication skills.

Responsibilities

• Under firm deadlines, for the S.C. Tally and University Catering audit daily cashier check-out sheets and cashier sales deposits; prepare sales deposit reports; submit sales deposits and reports to Student Financial Services in a timely manner, and report errors to management; audit and verify reports with point-of-sale cash system; prepare Sales Spreadsheet each month after reconciling the daily deposits with the monthly financial report; meet deadlines.
• Audit vendor invoices to Ball State University purchase orders; reconcile differences with vendors and/or management; type accounts payable vouchers and process via Ball State University Accounting Department for payment; type and process food and supply “move orders”; meet deadlines.
• For the S.C. Tally audit cash POS (Point of Sale cash registers) records for accurate daily report of product movement of each menu item for each branded concept or food station; prepare computer spreadsheets to report product movement, value of sales, and royalties due each vendor; submit royalty authorizations to the Accounting Office for payment; meet deadlines.
• Assist with the preparation and communication of University Catering event contracts; maintain effective customer relations; outline event plans, menus and arrangement making sure to note guarantee information on all contractual agreements.
• Audit all purchase orders against requisition lists to ensure orders exist, delivery dates are accurate, and vendor product code numbers are correct; notify management of discrepancies between purchase orders and vendor invoices.
• Prepare estimated 1500 event invoices for meals, refreshments, and services; submit to Student Financial Services for processing within the established business month; audit the revenue accounts on the monthly financial statements to verify that client 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.
• Assist in University Catering event responsibilities; communicate effectively; maintain professionalism in a thorough, detailed, timely, even-handed manner; attend or conduct shift meetings answer phone calls and relate telephone messages and/or other information accurately and in a timely 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.
• 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; unlock facility and/or secure the facility for periods of closure.
• Collect cash money and process credit card transactions for University Catering event pick-up sales and deposits; maintain adequate amounts of on-hand cash; maintain an accurate “safe count” book; maintain an accurate record of disbursements for same.
• Assist in optimizing profitability through effective monitoring and supervision of the liquor and spirit products; inventory management; theft and security controls; implement corrective measures as needed.
• Establish, evaluate and execute personal goals; contribute to departmental goal setting and achievement; serve in contributory and effective manner on teams, committees and task forces.
• Perform other related duties as assigned, including, but not limited to; provide back-up support in the absence of University Dining Bookkeeper and Auditor positions.
• 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
• a range of retirement benefits
• cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State
• cover 100 percent of the tuition costs for you to earn your undergraduate degree
• cover 80 percent of your graduate tuition
• Health Savings Account (which we contribute to)
• wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree