Catering Events Coordinator – 127594

UCSD Layoff from Career Appointment: Apply by 01/17/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 01/26/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

UC San Diego Housing, Dining and Hospitality provides housing and dining services for approximately 19,000 undergraduate and graduate students and their families in more than 400 buildings, covering nearly 10 million square feet. Consisting of eight divisions, HDH has more than 1,000 career employees, 1,200 to 1,300 student employees, and an annual operating budget greater than $250 million.

HDH is a self-supporting department that operates without any federal, state or campus funding. The department receives nearly 90% of its funding from housing and dining services. It also secures revenue from conference and catering services. The goal is to break even.

HDH is in the midst of implementing an aggressive building plan that will add 10,000 new beds in the next 10 years and will almost double our square footage by 2032.

Please visit our website: http://hdh.ucsd.edu/

Under general supervision of the Events and Guest Experience Supervisor, the Catering Events Coordinator is responsible for planning and administration of all phases of the off-campus catering program in an efficient and cost-effective manner to ensure that sales goals and profit margins are met. Negotiates event arrangements and communicates clients’ expectations to culinary and service staff via timely, accurate and complete banquet event orders. Ensures timely receipt of deposits, guest counts, signed contracts, and final payment. Performs administrative tasks relating to catering sales, including selling and processing complex catering orders, assisting clients with event coordination, coordinating marketing efforts via the Catering website, independently creating and maintaining computerized databases and filing systems and training others on these functions, word processing, providing excellent customer service, problem solving with customers, handling heavy telephone volume, and supervising clerical staff. Assists with a variety of accounting and revenue reporting tasks. Functions in the absence of the incumbent’s supervisor.

• Demonstrated experience in catering, catering sales, hotel banquets, hotel sales, conference planning, or conference sales.

• Skill in conceptualizing, planning and organizing events and projects.

• Experience in arranging logistics such as food and beverage orders, room reservations, ordering audio-visual equipment, renting special equipment and furniture, producing materials, participant registration, billing and problem solving, and ability to close sales.

• Skills in negotiating, including listening skills and skills in persuasion, to reach compromise among people with different points of view.

• Demonstrated ability in basic accounting and bookkeeping to independently understand, analyze and interpret financial data.

• Experience creating and understanding financial reports.

• Excellent customer service skills. Ability to communicate in a helpful, pleasant and informative manner to a wide variety of people, both in person and on the telephone.

• Demonstrated ability to effectively handle heavy telephone volume and solve customer needs and problems.

• Ability to work independently and make decisions (based on standard operating procedures) with minimum of instruction and supervision.

• Strong demonstrated skill to use computer software such as; word processing, email, database, spreadsheet, presentation and catering order software.

• Proven interpersonal and communication skills, both oral and written.

• Strong demonstrated organizational skills with ability to prioritize job functions, meet deadlines and ensure smooth work flow and handle multiple tasks simultaneously, while maintaining attention to detail.

• Skill in general supervision of subordinates, including delegating, training and evaluating while maintaining quality control on deadlines.

• Ability to maintain confidentiality of required records such as client and personnel files and records.

• Demonstrated skill and knowledge to provide general and specific information accurately to a wide variety of individuals at various levels.

• Operational needs will require a varied schedule to include nights, weekends, and/or 10 hour workday, and overtime may be required.

• Employees may be required to take off (vacation or temporary layoff) during scheduled operational shutdown periods, such as Christmas, Spring & Summer breaks.

• Meal perquisite is required for all Dining Services employees. May be required to change work locations on a daily basis as needed or for an indefinite time period.

• Background check required.

CANRA Mandated Reporter: This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18.

Pay Transparency Act

Annual Full Pay Range: $40,700 – $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 – $39.20

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community .

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

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