Catering Office Assistant

POSITION SUMMARY  
 

The Catering Office Assistant is a hybrid role that performs a broad range of services provided by department Event Coordinators, Event Hosts, and Schedulers. The Assistant reports to the Director of Catering and works closely with department managers and supervisors to ensure all Catering functions are successfully executed.  

This position requires a high level of discretion due to the handling of confidential information and documentation, strong attention to detail, excellent interpersonal skills, and the flexibility to adapt quickly in a fast-paced dynamic environment. The incumbent provides administrative support and serves as a primary point of contact for department members, intercampus representatives, and UWM catering clientele. 

The Catering Office Assistant must work well independently, and in a team setting. The assistant is expected to perform all duties listed in this job description, and adhere to the policies and procedures outlined in the Dining and Retail Services and 20 I 20 Catering training courses.  

REQUIRED AVAILABILITY:                                                                                                                               Student must be able to work 15-20 hours/week with the flexibility to work evenings and weekends, as needed.                                                                                                                              

 Shift: Mon-Fri, 8:00am-4:30pm                                                                                                                 

ESSENTIAL FUNCTIONS  

Reasonable Accommodations Statement  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. 
 

 Event Coordination: 

• Works with catering managers and supervisors to assist with event bookings, menu creation, venue location, etc. 
• Helps coordinate programs and events following departmental guidelines 
• Collaborates and communicates with catering staff and other departments to ensure all client requests are met 
• Demonstrates exemplary customer service in all interactions with campus partners and clients  
• Assists with inventory management and client invoicing  

 Hosting: 

• Serves as a primary contact for campus partners and clients 
• Helps prepare event spaces prior to functions  
• Assists catering students with event execution 
• Attends to guests’ needs throughout duration of event 
• Helps break down/clean up and sanitize event spaces following events 

Scheduling: 

• Reviews event details and creates corresponding weekly schedule to ensure proper staffing  
• Schedules student employees based on their availability and open shifts 
• Enters data using department scheduling platform  
• Reviews time sheets for payroll 
• Helps catering supervisors manage and track attendance issues including employee call-ins, missed shifts, and shift arrival and departure times   

POSITION QUALIFICATIONS

• Responsible and dependable 
• Professional and friendly  
• Strong customer service experience  
• Excellent leadership and interpersonal skills 
• Excellent written and verbal communication skills  
• Excellent multi-tasking and problem-solving skills 
• Ability to exercise good judgment and initiative in stressful fast-paced situations 
• Catering/Restaurant experience preferred

SKILLS & ABILITIES  

Education: Must be an undergraduate student 

Experience: Customer Service  

Computer Skills:  Microsoft Word, Microsoft Excel, Teams, and Handshake  

Requirements: 

• Must complete mandatory UW System Trainings   
• Must wear casual work-appropriate clothing. During events, must wear provided uniform shirt, clean non-tattered pants, and closed-toe shoes with socks.   

PHYSICAL DEMANDS 

  Sit (Some of the time)    

  Stand (Some of the time)    

  Walk (Some of the time)    

  Reach outward (Frequently) 

  Reach above shoulder (Occasionally) 

  Lift/Carry 40+ lbs (Occasionally) 

  Push/Pull 20+lbs (Occasionally) 

WORK ENVIRONMENT  

Work is performed primarily in an office with generally low noise levels. Most event work is performed within the UWM Campus with only a few exceptions throughout the year. Work is done in the morning, day, night, and weekend in all weather conditions, including temperature extremes, during day, night, and weekend shifts. The noise level in the work environment is usually low-moderate and moderate-high during busy times. 

HOURS DISCLOSURE 

As discussed in your interview, your hours are dependent on the number of events during a designated week and the congruence of those events with your availability. Throughout the year, there will be a fluctuation of events which will affect your weekly hours; when there are fewer events, less hours will be available.