Position Title:
Guest Services & Operations Coordinator
Compensation:
$18.45 - 20.34
Department:
University Catering
Start Date:
05/14/2026
About this opportunity:
Under the direction of the Director, assist in the coordination of events; coordinate and schedule special events and summer conferences, and catering events; manage incoming telephone inquiries and greet visitors for the Office of Conference & Special Events; supervise the purchasing of supplies and supplies inventory; communicate and report using computer software; oversee catering-related administrative tasks including invoice reconciliation and prepare and execute detailed plans and arrangements.
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, assist in the coordination of events; coordinate and schedule special events and summer conferences, and catering events; manage incoming telephone inquiries and greet visitors for the Office of Conference & Special Events; supervise the purchasing of supplies and supplies inventory; communicate and report using computer software; oversee catering-related administrative tasks including invoice reconciliation and prepare and execute detailed plans and arrangements.
Duties & Responsibilities:
1. Coordinate, schedule and facilitate events and summer conferences for all incoming groups; communicate with clients to schedule events, determine space and catering needs; gather all event requirements and follow up with clients on a continuous basis; maintain and coordinate scheduling of all university spaces; conduct tours of the university and spaces within the university as requested; assist with event management activities.
2. Assist with Conference & Special Events responsibilities; communicate effectively; maintain professionalism in a thorough, detailed, timely, even-handed manner; maintain confidentiality and ethical practices; remain calm, courteous and in control of all situations and have a positive impact on others; maintain composure at all times; especially when under stress; manage disagreements to reach win-win situations and create an environment where all are treated with dignity and respect and where all policies, rules, and regulations are consistently administered.
3. Assist with the preparation and communication of Conference & Special Events contracts; maintain effective customer and intra-university relations; outline event plans and arrangements, ensuring catering menus, dietary restrictions, and final guarantees are accurately reflected on all contractual agreements.
4. Prepare client journal vouchers/invoices for conference and catering services; submit to Student Financial Services for processing within the established business month; reconcile catering invoices against original orders and actual services rendered to ensure billing accuracy; audit revenue accounts on the monthly financial statements to verify that client journal vouchers or invoices were correctly posted; audit revenue accounts on a monthly basis to ensure accounts receivables (off-campus and intra-university invoices) are paid; trace unpaid accounts and send overdue notices. Consult with clients to resolve any and all invoice questions.
5. Exhibit proficiency in operation of all event related equipment (e.g. classroom audio-visual equipment) including set-up and troubleshooting.
6. Support the office by collaboratively managing incoming telephone inquiries and greeting visitors; provide accurate information regarding services and facilities; maintain effective communication with the team, including being available for on-call support during peak conference seasons and major events.
7. Perform other related duties as assigned, including but not limited to; reporting office repair needs, requisitioning office supplies, maintaining storage of department records according to guidelines and cleaning and maintaining office equipment.
8. Assist with orientation of student personnel; provide training; assign work and monitor work of students.
9. Assist with the purchase of supplies from approved suppliers such as but not limited audio-visual
equipment for events, tables and chairs, etc. that is required for the efficient operation of the event from internal and external vendors.
10. Observe safety and security precautions to prevent personal or employee injury and theft of University or employee property; maintain keys in a safe manner to prevent unauthorized use.
11. Maintain and assist in development and updating of the Conference & Special Events website.
12. Perform other related duties as assigned.
13. Maintain regular and predictable attendance.
Minimum Qualifications:
Associates degree from an accredited institution OR high school diploma plus equivalent comparable job experience.
Over one year of direct or related work experience to include event planning and customer experience with demonstrated leadership and dynamic team building skills.
Skills in oral and written communication and basic computer skills.
Strong analytical and problem-solving skills.
Preferred Qualifications:
Bachelor’s degree from an accredited institution.
Additional related experience.
How to apply:
Additional Instructions for applicants:
For inquiries, please contact: University Catering: 765-285-3500.
How to apply:
Please provide three professional references at the time of application who can verify your experience.
Supporting Documents Upload Instructions:
Important: Do not use the Autofill feature when uploading your resume.
Required Document:
Optional Document:
What we offer:
At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That's why we offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life's most significant moments. We offer affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected.
When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you.
Let's fly together toward a secure and prosperous tomorrow.
Curious about our excellent benefits package?
We have developed a calculatorthat show you the value of our core benefits. Select the Total Compensation Calculator - Staff (Exempt) and download our calculator spreadsheet.