General Information
| Payroll Title | _____ASSISTANT III | Title Code | 004722 | Grade/Step | Working Title | Conference, Events & Catering Coordinator | |
|---|---|---|---|---|---|---|---|
| Department Name | Dining Services | Supervisor | Brown, Shawana | Department Head | Garner, Cheryl |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Overtime |
| Travel |
| Travel Outside of Normal Business Hours |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| Varied ( nights & weekends) |
Level of Supervision Received
| General Supervision |
Items Used
| General equipment associated with dining and catering services. |
| Box truck, lift gate, pick-up truck, gem cart & van. |
| Must have a valid CDL and be able to drive any and all University vehicles. |
| Registers, Printers & PC's. |
Position Purpose
| The Conference, Events & Catering Coordinator will assist with the sales and coordination details for special events and summer conferencing in Housing and Dining (HDRS) facilities. The Coordinator will communicate directly with both internal and external clients to identify their needs for an event and participate with management in any necessary negotiations for their contract. The Coordinator will ensure the proper paperwork is obtained, and UCR Policies and Procedures are followed throughout the coordination of events. The Coordinator will take the lead on billing, invoicing, and collections for all events in the CECS office. This position holder will assist the Senior Sales Manager and General Manager in business analysis by producing sales reports, event analysis, and by reviewing marketing efforts. Additionally, the Coordinator will provide administrative support for the CECS office. This position will work with minimal supervision and take initiative to organize and prioritize a heavy and diverse workload to meet stringent deadlines. The Coordinator models excellent customer service skills and creates a welcoming environment for UCR administrators, faculty, staff, students and guests. The position holder has direct supervisory responsibilities over the performance of student staff. |
Essential Functions
| Essential Function | % Time |
|---|---|
| SALES, EVENT COORDINATION & CUSTOMER SERVICE | 45 |
| The Coordinator is responsible for all stages of the sales process, from the initial contact with the client through the successful conclusion of assigned events, to include planning, organizing, coordinating and facilitating all events in HDRS facilities. Ensures adherence to all policies regarding risk management, insurance, security, health and safety throughout the coordination process. Interacts with clients through telephone conversations and email correspondence to monitor the progress of events and arrangements, and to ensure the timely receipt of signed contracts, SID accounts, guarantees, deposits, catering orders and final payments. Inputs all event details accurately into Event Management Software (EMS) and/or Conference Programmer (CP), and properly distributes event information to HDRS operations departments. Coordination duties may include facility diagrams, facilities set-up, ResNet AV technician, parking, rentals, floral, music and other event details, as needed per event. Serves as the event Coordinator once the client is on-site, ensuring that all components of the event and/or conference run smoothly. Position will require a variable schedule and possible overtime during peak periods. | |
| OFFICE ADMINISTRATION | 30 |
| Provides comprehensive administrative support to the Assistant Manager, Senior Sales Manager and General Manager. Acts as a receptionist for the CECS office, greeting visitors, (on and off campus), including administrators, faculty and staff, as well as, members of the business community. Serves as the focal point for communications in the CECS office by screening all incoming calls and directs calls appropriately. Establishes administrative procedures for office operations and develops long-range plans for administrative needs. Under general direction, prioritizes workload to complete assignments and special projects in a timely manner. Independently researches answers to questions, office needs, and provides resolution and solutions by contacting the appropriate individuals or departments. Coordinator will update contracts or produce addendums to the contract, based on instructions from the Senior Sales Manager or General Manager, to ensure all CECS contracts are up to date and accurate. Orders office supplies, event supplies, conference supplies, and marketing gifts by evaluating needs and maintaining proper inventories. Maintains office equipment inventory and reports any loss/damaged items. Serves as EMS administrator for the office, makes necessary configuration updates, creates necessary reports, serves as trouble shooter, calls EMS tech support when needed, and stays abreast of EMS updates that may improve business. Completes benchmarking studies and industry research on an on-going basis and provides results to management in order to analyze competitiveness in the industry. | |
| ACCOUNTING AND BUDGETARY FUNCTIONS | 15 |
| Independently creates reports based on sales, facility usage, occupancy and other criteria identified by the Senior Sales Manager or General Manager. Performs this duty on a regular basis for revenue projections and tracking. Completes year-end reports in a timely manner, as outlined. Communicates with the Finance and Business Office regarding billing, invoicing and payment status. Ensures all billing information in EMS is up to date, and monitors aging report to ensure billing is completed in a timely manner and that all funds are collected. Reviews billing of all events, including summer conference billing, to ensure accuracy of information prior to invoicing. Using information provided by the Sales and Operations Managers, produces accurate P&L's on high profile events, weddings and other special events for reporting profitability. | |
| STUDENT MANAGEMENT | 10 |
| Hires, trains and assigns work for the students and student supervisors working for the CECS office. Participates in orientation programs with staff, including the coordination of campus tours, explanation of UCR and Dining Services Policies and Procedures, to ensure a professional and competent student team is in place. Assigns projects and tasks to students on a daily basis. Conducts performance evaluations, provides counseling for disciplinary problems (if required) and recommends corrective action in order to maintain effective staffing and production level of student employees. | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Bachelors degree in Business or Hospitality or Hotel Management or a related field; or two (2) years of related professional experience in the hospitality field. | |
| 2 | |
| Skill to write grammatically correct and professional business correspondence such as conference/event proposals, contracts, routine emails and memorandums. | |
| 3 | |
| Experience in conceptualizing, planning, and coordinating events. Working knowledge of conference/event planning techniques, including scheduling, housing/meeting space and equipment needs. | |
| 4 | |
| Skill in creating spreadsheets, reports and analyzing financial data. Skills in basic mathematical functions, including but not limited to, computing gross margins and projecting profitability. | |
| 5 | |
| Demonstrated skill in oral communication and public speaking in order to explain policies and procedures, conduct sales presentations and provide site tours. | |
| 6 | |
| Exceptional skill in prioritizing and organizing assignments when faced with heavy workloads, deadlines and requests for service. | |
| 7 | |
| Interpersonal skills to work effectively and diplomatically with a diverse clientele. Demonstrated skill in developing rapport easily with customers and departmental staff. | |
| 8 | |
| Demonstrated advanced computer skills in Microsoft Office; Outlook, Word, Excel, Power Point and Publisher. | |
| 9 | |
| Demonstrated superior customer service, organizational skills and attention to detail. | |
| 10 | |
| Hired applicant must successfully pass a background check through the Department of Justice | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Skill to understand, interpret and communicate University and Dining Policies and Procedures. | |
| 2 | |
| Knowledge of event operations software (ex: EMS, CP) to facilitate proposals, communication with clients, departmental planning and banquet/conference event orders etc. | |
| 3 | |
| Special Event/Catering/Conferencing experience in an institute of higher education. | |
| 4 | |
| Demonstrated experience in University Policies and Procedures, as well as University financial systems. | |
| Posted Position Purpose |
|---|
| The Conference, Events & Catering Coordinator will assist with the sales and coordination details for special events and summer conferencing in Housing and Dining (HDRS) facilities. The Coordinator will communicate directly with both internal and external clients to identify their needs for an event and participate with management in any necessary negotiations for their contract. The Coordinator will ensure the proper paperwork is obtained, and UCR Policies and Procedures are followed throughout the coordination of events. The Coordinator will take the lead on billing, invoicing, and collections for all events in the CECS office. This position holder will assist the Senior Sales Manager and General Manager in business analysis by producing sales reports, event analysis, and by reviewing marketing efforts. Additionally, the Coordinator will provide administrative support for the CECS office. This position will work with minimal supervision and take initiative to organize and prioritize a heavy and diverse workload to meet stringent deadlines. The Coordinator models excellent customer service skills and creates a welcoming environment for UCR administrators, faculty, staff, students and guests. The position holder has direct supervisory responsibilities over the performance of student staff.
The Dining Services Department of the University of California, Riverside supports the global campus community by nourishing and delighting our students, guests, faculty and staff with outstanding cuisine, cutting-edge menus and delivering exceptional customer service. The selected candidate will work daily with a team of committed professionals focused on above the line accountability and results! We are looking for accomplished professionals interested in continuing our cultivation of the latest trends in collegiate retail and residential services, promoting and shaping sound sustainable business practices, and to help us prepare our department for imminent and planned growth with many new, innovative and remodeled facilities coming on-line over the next few years. Positions come with full medical, dental and vision benefits packages, retirement, wellness benefits and advancement opportunities. |
| Posted Minimum Requirements |
| 1. Bachelors degree in Business or Hospitality or Hotel Management or a related field; or two (2) years of related professional experience in the hospitality field. 2. Skill to write grammatically correct and professional business correspondence such as conference/event proposals, contracts, routine emails and memorandums. 3. Experience in conceptualizing, planning, and coordinating events. Working knowledge of conference/event planning techniques, including scheduling, housing/meeting space and equipment needs. 4. Skill in creating spreadsheets, reports and analyzing financial data. Skills in basic mathematical functions, including but not limited to, computing gross margins and projecting profitability. 5. Demonstrated skill in oral communication and public speaking in order to explain policies and procedures, conduct sales presentations and provide site tours. 6. Exceptional skill in prioritizing and organizing assignments when faced with heavy workloads, deadlines and requests for service. 7. Interpersonal skills to work effectively and diplomatically with a diverse clientele. Demonstrated skill in developing rapport easily with customers and departmental staff. 8. Demonstrated advanced computer skills in Microsoft Office; Outlook, Word, Excel, Power Point and Publisher. 9. Demonstrated superior customer service, organizational skills and attention to detail. 10. Hired applicant must successfully pass a background check through the Department of Justice |
| Posted Preferred Qualifications |
| 1. Skill to understand, interpret and communicate University and Dining Policies and Procedures. 2. Knowledge of event operations software (ex: EMS, CP) to facilitate proposals, communication with clients, departmental planning and banquet/conference event orders etc. 3. Special Event/Catering/Conferencing experience in an institute of higher education. 4. Demonstrated experience in University Policies and Procedures, as well as University financial systems. |