Career Center

Job Description:

This position is responsible for providing administrative support to the Brown Dining Services catering team. The successful candidate will assist the University community and the public with catering-related inquires and requests for service. This position will process all function paperwork including but not limited to processing event BEOâ™s and invoicing of all catering services. The successful candidate for this position will be available to work a variety of shifts including evening and weekends. This position will report directly to the Assistant Director of Culinary Operations and will work closely with the Catering Event Specialist and Catering Operations supervisor in the planning and execution of larger University Events.

Major Responsibility:  Event Planning - 40%

Supporting Actions:

• Assist clients in designing events and placing orders (menu selection, food quantities, layout, décor, auxiliary service/rental arrangements, etc.).
• Guide clients toward appropriate selections based on their vision of event, upselling when appropriate.
• Provide estimates of function expenses.
• Contact customers for confirmation of all details prior to event.
• Visit events, greet clients, introduce captains/leads, and pass along last-minute changes or special requests.
• Review post-event paperwork to identify problems or issues that require follow-up.
• Review consumption data (for alcohol and food) and put together billing data.
• Solicit feedback and follow up on issues.
• Best practices are consistently followed, quality of service and customer satisfaction maximized.

Major Responsibility:  Provide administrative support to the catering team - 40%

Supporting Actions:

• Screen phone calls to catering managers, handling most calls on own
• Act as liaison between event planners and customers
• Stay informed about event details to be able to provide information to relevant parties.
• Assist in answering department phones and departmental initiatives.
• Responsible for the daily distribution of event BEOâ™s to all departments

Major Responsibility: Provide support to event operations â“ 20%

Supporting Actions:

• Assist in the creation and distribution of the daily delivery schedules and staffing schedules.
• Create event packets for catering staff.
• Assist in communications to drivers and catering prep.
• Assist in planning of department related Commencement and other special programs.
• Assist in production and distribution of Commencement function book.
• Assist in execution of all Commencement catered functions.
• Assist in planning for and executing busy catering periods (corporation weekends, orientation, parentsâ™ weekend, etc.), summer, and other special programs.

Job Qualifications and Competencies

• Associates Degree and 1-3 years in event planning, hospitality management, or experience in the hospitality industry in positions of progressively increasing levels of responsibility, preferably in catering or event planning, or equivalent combination of education and experience.
• Experience in an office setting with a focus on Sales
• Strong written and oral communication skills.
• Ability to effectively communicate with people at all levels.
• Demonstrated high standards and strong customer service orientation.
• Extremely organized and detail-oriented, and able to prioritize effectively.
• Sensitivity to diversity and cultural differences.
• Highly professional with a positive attitude.
• Possess a willingness and ability to support and promote a diverse and inclusive campus community.
• Solid interpersonal skills and ability to build relationships both with clients and colleagues.
• Demonstrated competence with Microsoft Office software Experience with catering or event planning software preferred.
• RI Food Safety and Bar Code certification preferred; willingness to obtain upon hire required.
• Experience working in a union environment preferred.

• Highly effective oral and written communication skills.
• Ability to problem-solve and strategize.
• Strong organizational and interpersonal skills for managing multiple projects.
• Ability to effectively communicate both verbally and in writing with all levels of staff, students, and members of various departments.
• Ability to use a computer to communicate, prepare and generate reports, conduct research, and create presentations and documents.
• Ability to work independently.
• Ability to exercise good judgment in making decisions.

All offers of employment are contingent upon an education and records check satisfactory to Brown University

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Submission Guidelines:

Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Still Have Questions?

If you have any questions you may contact employment@brown.edu.

EEO Statement:

Brown University is an E-Verify Employer.

As an EEO/AA employer, Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a personâ™s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, and caste, which is protected by our University policies.

About Brown University

Located in historic Providence, Rhode Island and founded in 1764, Brown University is the seventh-oldest college in the United States. Brown is an independent, coeducational Ivy League institution comprising undergraduate and graduate programs, plus the Alpert Medical School, School of Engineering, Executive Master of Healthcare Leadership and the IE Brown Executive MBA.

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