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Position Details

Position Information

Department Univ Housing and Dining (MHD)

Classification Title Administrative Program Assist

Job Title Administrative Program Assistant: Catering Sales Assistant

Appointment Type Classified Staff

Job Location Corvallis

Benefits Eligible Full-Time, benefits eligible

Remote or Hybrid option?

Employment Category Regular

Job Summary

This recruitment will be used to fill one full-time Administrative Program Assistant: Catering Sales Assistant position for the University Housing and Dining Services at Oregon State University ( OSU ).

Oregon State University Catering is looking for aCatering Sales Assistant to join our team. The purpose of this position is to assist the Catering Sales Operations Manager in all aspects of sales and event coordination related to these sales, ensuring exceptional service and satisfaction for our clients. This role requires excellent communication skills, a passion for hospitality, and the ability to thrive in a fast-paced environment. The ideal candidate will be responsible for assisting in driving sales, managing client relationships, gathering event details, processing event invoices, and communication of details to the culinary and service teams to ensure the successful execution of events.

University Catering is a full-service caterer offering a wide variety of campus events, including small intimate gatherings, business meetings, conferences, weddings, and black-tie events ranging in size from 5 to over 2,000 guests. University Catering offers standard or specialized menus to meet every client’s needs. University Catering generates approx. $3 million in sales. The total number of events per day ranges from 10 to 40. OSU focuses on local and sustainable ingredients, healthy food options and cooking from scratch.

University Catering is committed to bridging the community and Oregon State University by enhancing campus experiences through hospitality and creating career ready students. At University Catering we approach every event and every interaction with intention through shared ownership. As a team we focus on Inclusivity, Acceptance and Communication, and we act with a commitment to Developing of ourselves, our team, and our students

UHDS recognizes the importance of learning both in and out of the classroom and supports the concept of education as an individual as well as a community experience. UHDS strives to provide students, faculty, staff, and guests with safe, economical, convenient, and comfortable living and dining options, and the department works to maintain the highest educational and service standards. UHDS houses over 4,800 students and offers a variety of living and dining options in 15 residence halls, three dining centers, 10-14 retail and coffee shop locations across campus, a market, and a limited number of family apartments. UHDS is an auxiliary enterprise which is funded solely by customers who use our services — we receive no State or General fund allocation.

UHDS is committed to an appreciation for diversity, and fosters an open, respectful, and enjoyable living, learning, and working environment. A personal and professional commitment to providing excellent customer service and creating inclusive environments is a core value of University Housing and Dining Services.

This position is eligible for meal perquisites per the SEIU contract.

This position will adhere to all OSU and UHDS policies and procedures.

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS :

•Top 1.4% university in the world

•More research funding than all public universities in Oregon combined

•1 of 3 land, sea, space and sun grant universities in the U.S.

•2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties

•7cultural resource centers (https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources) that offer education, celebration and belonging for everyone

•100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates

•35k+ students including more than 2.3k international students and 10k students of color

•217k+ alumni worldwide

•For more interesting facts about OSU visit:https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers acomprehensive benefits package (https://hr.oregonstate.edu/benefits/prospective-employee) with benefits eligible positions that is designed to meet the needs of employees and their families including:

•Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.

•Free confidential mental health and emotional support services, and counseling resources.

•Retirement savings paid by the university.

•A generous paid leave package, including holidays, vacation and sick leave.

•Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.

•Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

•Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use theBenefits Calculator (https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator) to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

60% Catering Sales & Event Tracking

+ Assists the Catering Sales Operations Manager in responding to inquiries and booking catering events.

+ Coordinates with clients to understand their catering needs and preference over the phone, virtually or in person, so that all events are successful,

+ Assist clients with an initial account set-up in catering software (CaterTrax)

+ Draft and distribute proposals, contracts, and event orders while updating event management software (CaterTrax) to maintain accuracy, integrity, and standardization for client events. Ensure that all billing details are complete prior to event event and follow up with clients, as necessary.

+ Reviews orders input by client or pending events making sure the orders make sense and missing information, or clarification are made with client before approval in a timely manner.

+ Maintain accurate records of all sales activity and client interactions while collaborating with clients.

+ Collaborate with the culinary, service teams and campus partners to ensure seamless event execution of event by sharing pertinent event details.

+ Assist in the creation daily distribution of event BEO’s, kitchen production sheets, and bakery production sheets.

+ May be asked to attend tradeshows, conferences, and events to stay up on trends and promote University Catering supporting marketing initiatives and campaigns.

+ Assist in handling customer complaints and feedback with professionalism and efficiency getting them to management so they can be addressed and resolved promptly.

20% Administrative Support Duties:

+ Assist in managing administrative functions for the University Catering Sales Operations Manager as needed including organizing systems, filing, preparing meeting agendas and related documents, assisting with calendar and scheduling of appointments.

+ Assists with the monitoring of the University Catering emails and ensures speedy response.

+ Assist in the maintenance of current catering software as directed, making updates to menus or pricing.

+ Assist in processing risk management alcohol registrations, OLCC temporary liquor license, and temporary restaurant licenses as needed for events.

+ As needed, reserve vehicles or rentals for specific days and/or events.

+ Provide backup to the coordination, inventory, and ordering of office supplies via Benny Buy.

+ As directed, order catering supplies online following approved OSU procurement processes.

+ Assist with the processing of post event invoices as needed.

+ Provide backup to request and track cash banks for events, and deposit any income received.

+ Provide search support for UHDS as needed after approval from supervisor.

+ Review and ensure that individual menu item cards are maintained with up-to-date allergen information, and new cards are created, and old cards are disposed of correctly as needed. Train student workers to sort or pull cards for events.

+ Create signs or labels as needed for events.

+ Works independently to resolve problems or issues with catering managers and/or vendors. Investigates and contacts vendors and department and/or University employees regarding discrepancies in payments or billing.

+ Maintain client records for Catering.

+ Process vendor invoices and credit card purchases for accounts payable.

+ Oversee mail sorting, campus mail delivery, outgoing mail and parcel delivery, coordination of office machinery repair and maintenance & building maintenance and repair.

+ Oversee the front office opening and closing at designated times.

+ Supervise and train student workers who are part of the University Catering Sales team.

+ Undertakes annual PCI (Credit Card Handling) training as required.

15% Customer Service & Communication:

+ Maintain effective communication with all catering and dining center managers, culinary staff, catering staff, etc., paying attention to and communicating relevant event details in a timely manner.

+ Participates in team meeting and contributes to continuous improvement initiatives.

+ Maintain good vendor relationships; make contact when having invoice/billing issues.

+ Provides customer service and resolutions to customer service problems.

+ Builds and maintains collaborative working partnerships and an elevated level of internal and external customer service within the unit, department, and OSU community.

+ Ensures agreed upon processes for “last minute orders or changes” to events are communicated to all involved parties quickly and accurately.

+ Resolves or refers concerns or complaints to appropriate departments. Acts as a resource and referral for campus services and programs.

+ Maintains familiarity with university and department policies and procedures to address a variety of questions and concerns for customers.

5% Other Duties as Assigned:

+ Driving to meetings, site visits or events may be required.

+ Assist with event set up, service or sending of events as needed or directed, including going out on deliveries some of which may require alcohol and require current food handler’s certification and OLCC servers permit.

+ In the event of the other Catering staff absences, may be required to assist as needed, including with billing for catering events, preparing, processing, and collecting payment for catering invoices.

+ In the event of the Catering Sales Operations Manager’s absence, this position may be required to step in as the acting supervisor on duty.

What We Require

Three years of office experience which included two years at full performance level and experience generating documents; and Lead work responsibility or coordination of office procedures.

What You Will Need

+ Passion for working in the fast-paced foodservice or hospitality industry.

+ Demonstrated success in performing complex tasks and prioritizing multiple projects while meeting designated deadlines.

+ Demonstrated knowledge of and experience with recording and tracking critical financial documents, including data entry, and archiving such documents.

+ Ability to manage multiple priorities, and timelines, as well as track details, within an environment of frequent interruptions.

+ Experience in a fast paced, public services-orientated environment required.

+ Use of good judgement and ability to exercise tact, diplomacy and maintain confidentiality.

+ Proficient computer skills Microsoft products are essential for satisfactory performance.

+ Experience generating business correspondence.

+ High degree of accuracy and attention to detail is required.

+ Experience in providing high quality customer service.

+ Oregon Food Handlers Certificate or ServeSafe Certification within 30 days of employment.

+ State of Oregon, OLCC Server permit within 30 days of employment

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030.

What We Would Like You to Have

+ Prior sales experience in catering sales or related field, preferably in a university setting or similar.

+ Knowledge of Food Service terminology and trends.

+ Experience with events, preferably with food service planning.

+ An understanding of food/menu costing.

+ Experience using CRM or other client or event tracking software.

+ Prior experience with University Financial System ( FIS ), Banner or CORE reports.

+ Experience in creating training documents and providing training to others.

Working Conditions / Work Schedule

+ This role involves physical activity with an institutional kitchen setting. The employee may spend extended periods standing on a hard floor and experience varying temperatures – working near hot ovens during peak summer months or spending prolonged time in walk-in refrigerators and freezers. Additionally, workflow and noise levels may fluctuate throughout the day.

+ The employee in this position will often be required to lift/carry/push/push/pull objects weighing up to 50

+ pounds.

+ Must have the ability to make quick decisions under stress.

+ UHDS dining operations run seven days per week, so weekends, evenings, and occasional holiday work may be required. OSU requires the ability to work a flexible schedule based on the needs of the business.

+ Good attendance is crucial for stability and day-to-day business needs. Must follow attendance schedule and break schedule and be on time and in uniform when shift begins.

+ This position is deemed essential, and the incumbent is expected to report to work during inclement weather, emergency and other University work curtailments or closures.

Pay Method Hourly

Pay Period 16th - 15th of the following month

Pay Date Last working day of the month

Min Salary $20.37

Max Salary $30.70

Link to Position Description

https://jobs.oregonstate.edu/position\_descriptions/170713

Posting Detail Information

Posting Number P05343CT

Number of Vacancies 1

Anticipated Appointment Begin Date 08/28/2025

Anticipated Appointment End Date

Posting Date 07/16/2025

Full Consideration Date

Closing Date 07/28/2025

Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants

Special Instructions to Applicants

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc.Your profile MUST clearly show how you meet the minimum/required qualifications for the position.Resumes are NOT accepted at the application stage for this position.

Cover letters are optional for this position and will not be used for evaluating your qualifications.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE :If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact:

Rebecca Ferber

[email protected]

541-737-9196

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at ourBackground Checks (https://hr.oregonstate.edu/careers/background-checks) website including thefor candidates (https://hr.oregonstate.edu/careers/candidates) section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team [email protected].

Supplemental Questions

Read More at: https://jobs.oregonstate.edu/postings/170746

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.