Catering And Events Coordinator

The Catering and Events Administrative coordinator is part of the Campus Dining team within the Division of Administration at Vanderbilt University. This role is responsible for performing a variety of high-level staff support duties and high volume administrative and for the Catering & Events team, which require a range of skills and knowledge of organizational policies and procedures.

Position Summary

The Catering and Events Administrative coordinator is part of the Campus Dining team within the Division of Administration at Vanderbilt University. This role is responsible for performing a variety of high-level staff support duties and high volume administrative and for the Catering & Events team, which require a range of skills and knowledge of organizational policies and procedures. This position will be responsible for managing aspects of the customer event planning processes, ensuring all event changes are communicated accurately and timely to the Catering and Events team. This role will be trained in a variety of event planning and catering software systems to ensure successful catering and event execution.

About the Catering Department

Vanderbilt Catering delivers the excellence expected from Vanderbilt University. As a division of Vanderbilt Campus Dining, we are engaged with our campus community. Whether the function is a continental breakfast for ten, a buffet for one hundred or a gala dinner for one thousand, Vanderbilt Catering will provide the caliber of food and distinction of service the University expects from its on-campus caterer. As the preferred caterer of the Chancellor's office and much of the university, attention to detail, creativity and excellence are expected.

On average, the Catering department services 1600 events annually with revenue nearing 3 million dollars. Event breakdown is roughly 30% buffet, 25% reception, 25% Meeting Break, and 20% Boxed Meal and Continental Breakfast.

Duties and Responsibilities

• Support the successful execution of the university's overall vision for catering and events.

• Manage event change log and ensure event details, order sheets, calendar appointments and changes are communicated to accurately and timely to the catering and events team.

• Plan and schedule high volume work priorities in accordance with program/project goals, objectives, and deadlines.

• Manage billing and accounting files: create, maintain, and send invoices to ensure timely payment for events. Procurement requester: execute payment processes with new vendors.

• Process invoices and input inventory data into Campus Dining's menu management system.

• Plan and build menus in the catering platform system; adjusting as needed based on seasonal and market changes.

• Manage rentals, event props and decor contracts for events.

• Oversee event rental deliveries to ensure quality and accuracy of orders; proactively respond to any discrepancies to ensure event success.

• Identify and manage relationships with all external partners necessary to support special events.

• Manage student and contract worker hiring and scheduling when needed.

• Periodically attend events to ensure positive client and operational outcomes as well as assist with setup, service, and breakdown if needed.

• Manage catering office supplies inventory and make purchases to ensure par levels are maintained.

• Create marketing materials like menu identifier cards/special menus for events.

Qualifications

• High school diploma is necessary.

• College degree is preferred.

• 24-36 months of offsite catering, restaurants, or specialty events planning experience is necessary. Experience in event planning, event production is strongly preferred.

• Strong design ability and attention to detail is critical.

• Strong time management and multi-tasking and organizational skills

• Strong verbal communication skills and good business and commercial acumen

• The ability to work and communicate with a diverse group of clients and colleagues

• The ability to build strong relationships with customers, vendors, and staff

• The ability to keep calm under pressure

• Knowledge of supplies, equipment, and/or services ordering and inventory control is preferred.

• Ability to gather data, compile information, and prepare reports is preferred.

• Ability to maintain calendars and schedule appointments is necessary.

• Ability to analyze and solve problems is required.

• Ability to create, compose, and edit written materials is required.

• Organizing and coordinating skills are required.

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

Vanderbilt University is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.

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