Student Event Billing Assistant

FLSA Status:

SECTION I - OUR VALUES CULTIVATE OUR VISION AND CULTURE

At CMU we believe in acting from a foundation of goodwill. This belief gives us the courage to form meaningful relationships embark on joint endeavors and take risks in the pursuit of new possibilities. Its this courage that enables the Mavily to explore new ways of thinking and doing knowing that there is no perfect solution no perfect idea.

From this place of humility and courage weve built a culture of resilience. We invest in the future by continuously adapting to change overcoming challenges and seizing new opportunities. We recognize that change is constant and our resilience allows us to embrace it with confidence. Endless curiosity drives us to approach the unexpected as if it were expected seeing opportunities for discovery and renewal in every this community rooted in love and dignity curiosity thrives leading to endless opportunities for growth and advancement.

Inspired by the soul of the Westthe spirit that our region embodieswe emerge as a force for positive change harnessing our collective power to build a Human Scale University that reflects our values and brings to life our shared vision of the world we aspire to create.

Colorado Mesa University Core Values
Love -Extending oneself for nurturing the growth of self and others
Dignity -Respecting the intrinsic value of each person and believing that others act from afoundation of goodwill
Courage -Taking risks in the pursuit of new possibilities
Humility -Suspending ones ego and pride to recognize that no idea is perfect and being open tothe input of others
Resiliency -Investing in the future by adapting to changes overcoming challenges and pursuingOpportunity
Curiosity -Cultivating awe and exploring the unknown
Power -The strength to act collaboratively with individual agency to achieve our goals

JOB DESCRIPTION

The Student Event Billing Assistant supports the Event & Hospitality Services team with the financial and administrative processes associated with external events held at Colorado Mesa University.

This position works closely with the External Events Manager to prepare event invoices track payments maintain accurate billing records and ensure event charges are processed correctly and on time. The Student Event Billing Assistant will work across multiple systems including 25Live CaterTrax Microsoft Excel and CMU billing/payment records.

This is a detail-oriented position that provides hands-on experience in event operations hospitality billing accounts receivable and administrative processes.

• Review event information in 25Live to confirm event dates locations rental rates and applicable charges.
• Use CaterTrax to review event orders catering charges payments and client billing information.
• Create and prepare invoices for external events based on contracted venue rentals catering charges additional event fees and post-event charges.
• Maintain billing and payment tracking spreadsheets in Microsoft Excel.
• Track outstanding balances and upcoming payment deadlines.
• Record and track the receipt of checks credit card payments and other approved payment methods.
• Verify that payments have been received and applied to the correct event/client.
• Maintain accurate documentation for deposits final payments post-event charges and outstanding balances.
• Compare information between 25Live CaterTrax invoices contracts and internal tracking documents to identify discrepancies.
• Assist with final event billing and reconciliation after events have concluded.
• Organize invoices payment records and supporting documentation for accurate recordkeeping.
• Communicate billing updates and discrepancies to the External Events Manager.
• Assist with client billing follow-up as directed by the External Events Manager.
• Maintain confidentiality when handling client contact information financial information and payment documentation.
• Support other Event & Hospitality Services administrative and billing projects as assigned.

• Current Colorado Mesa University student in good academic standing.
• Strong attention to detail and accuracy.
• Comfortable working with numbers and financial information.
• Strong organizational and time-management skills.
• Ability to manage multiple events invoices and deadlines simultaneously.
• Professional written and verbal communication skills.
• Ability to work independently while knowing when to escalate questions or discrepancies.
• Basic experience with Microsoft Excel or willingness to learn.
• Ability to handle confidential information professionally.

• Experience with Microsoft Excel 25Live CaterTrax billing bookkeeping accounting or administrative work.
• Coursework or interest in business accounting finance hospitality event management or a related field.
• Previous experience working in an office customer service event or administrative environment.

This position provides practical experience in:

• Event billing and accounts receivable
• Invoice creation and reconciliation
• Payment tracking
• Microsoft Excel
• 25Live event management software
• CaterTrax catering and billing software
• Financial recordkeeping
• Event operations
• Professional client communication
• Confidential information management
• Administrative organization and attention to detail

Because this position works directly with event billing and financial records accuracy confidentiality and dependability are essential. The Student Event Billing Assistant is expected to carefully review their work maintain organized records meet established billing deadlines and immediately communicate any discrepancies or questions to the External Events Manager.

Final billing approvals contract decisions pricing exceptions refunds disputes and other financial decisions remain the responsibility of professional Event & Hospitality Services staff.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DISCLAIMER - This position description is only a summary of the typical functions of this seat and not an exhaustive list of all responsibilities and areas of accountability.

HOW TO APPLY:Applicants will be asked to complete an online application by creating a profile and then providing personal and demographic addition please be prepared to upload a:

• Cover letter (Optional)

• Resume