University Catering and Events Coordinator

Position Title:

University Catering and Events Coordinator

Compensation:

$16.50 - 17.84

Department:

University Catering

Start Date:

08/03/2026

About this opportunity:

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.

What you'll do and what you'll bring:

Position Function: 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.

 

Duties & Responsibilities:

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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 invo