The Office of Events and Catering is a growing department whose primary function is to ensure that events hosted at Utah State University Exceed Expectations. The primary purpose of the Catering and Scheduling Associate (Coordinator III) is to be the first point of contact for scheduling Catering events using the Caterease software system and become the Caterease process subject matter expert. The secondary purpose is to be office support including account reconciliation. The department will train on the use of the Caterease software.  

Catering Coordination - 75%

• First point of contact for the University Catering Sales team by answering the catering sales intake including, but not limited to: phone, walk-ins and emails, inputting events into the catering software, Caterease
• Responsible for catering event billing process
• Reconcile Accounts Receivable for catering events
• Provide input for procedural decisions and judgments
• Collaborate in the development and implementation of policies and procedures
• Become the subject matter expert in catering software, Caterease. (The department will train on the use of the software program.)
• Communicate with Culinary and Operations Teams to ensure information is current and accurate
• Lead weekly Catering event overview meeting
• Clarify policies and procedures for customers in an accurate and diplomatic manner
• Bridge customers relationship with Event Scheduling and Catering by having working knowledge of Catering’s processes and policies to successfully consult with a client

Event scheduling - 25%

• Schedule, organize, and prioritize all the events scheduled in venues facilitated by The Office of Events and Catering, including but not limited to the following venues: David B. Haight Center, West Stadium Center at Maverik Stadium, Dee Glen Smith Spectrum, Eccles Conference Center, University Inn, Taggart Student Center, Outdoor Spaces, and Classrooms
  • Manage incoming scheduling requests through the Reservations phone, Event Services email, walk-in customers and EMS portals
• Gather general information and setup needs
  
  • Responsible for entering basic event and equipment information and reserving a venue that fits the client's needs
• Create floorplans within Social Tables

General Office Duties

• Other duties as assigned

Minimum Qualifications:

• Four years of relevant experience; OR an Associate degree plus 2 years relevant experience; OR a Bachelor’s degree
• Ability to work Monday- Friday 8:00 a.m. to 5:00 p.m., with the flexibility to work before and after scheduled hours
• Office customer service experience

Preferred Qualifications:

• Experience in a Catering Sales team
• Training in any of the following software programs:
  
  • EMS
  • Caterease

Knowledge, Skills, and Abilities:

• Proficient in Microsoft Office Suite
• Strong organizational skills and attention to detail
• Strong clerical and record keeping
• Ability to manage and complete multiple projects and deadlines simultaneously
• Ability to communicate verbally in a clear and concise way
• Excellent written communication skills, including correct grammar, spelling, and proofreading
• Excellent verbal communication skills
• If needed the ability to physically set up tables and chairs, AV equipment, spot clean, vacuum,
  empty trash, lift 40-50 lb., walk distances, and climb stairs
• Ability to work independently without close supervision

Along with the online application, please attach:

1. Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”

2. Cover letter to be typed/pasted at the end of your application

**Document size may not exceed 10 MB.**

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. This position requires physical activity, including the handling of objects up to 50 pounds and/or standing or walking more than one hour per day. 

Founded in 1888, Utah State University is Utah’s premier land-grant and space-grant university, with a strong commitment to excellence, access, and inclusion. USU serves approximately 27,500 students throughout the state at three residential campuses, eight statewide campuses, and 23 education centers. USU Online has served students from all 50 states and 55 countries for over 25 years, and USU Extension provides outreach and service to all counties in Utah.  

As a land-grant university, USU engages communities and empowers people to lead successful lives of involvement, innovation, and impact. As an R1 research institution, USU provides a high-quality undergraduate and graduate education at an affordable price. Washington Monthly has consistently ranked USU in the top 10 among public universities for contribution to social mobility, research, and public service.  

Utah State is committed to cultivating a diverse, equitable, and inclusive community where different perspectives, values, cultures, and identities are acknowledged, welcomed, and valued. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Learn more about USU. 

The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or hr@usu.edu. 

About the Region

U.S. News and World Report ranked Utah first for its strong economy, fiscal stability, education, and health care. Outstanding outdoor recreational opportunities abound throughout the state, including five national parks, 43 state parks and recreation areas, and 15 alpine ski resorts. The home of USU’s main campus, Logan, is a city of 54,000-plus people in a picturesque mountain valley 80 miles north of Salt Lake City. The Logan metro area claimed the top spot in the Milken Institute’s 2022 ranking for best-performing small cities in the nation. 

*updated 7/2023

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Cody Carmichael, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, UT 84322

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

*updated 09/2023