Event Sales Coordinator

The University of Iowa; Iowa City (IA); On-site; USD 40,000 - 48,000; Full time

Job summary

The University of Iowa seeks a catering events coordinator to plan and manage banquet and catering events, from initial client meetings to final billing. You will drive sales outreach, contract development, and day‑of event execution while ensuring high‑quality service and strong client relationships.

Ideal candidates bring 1–3 years in events/hospitality sales, excellent communication, and the ability to coordinate across facilities, kitchen, and service teams.

Qualifications

• Bachelor's degree in business administration, hospitality management, or equivalent.
• 1–3 years in events, hospitality, catering, banquets, or fine dining sales & service.
• Administrative experience including accounts receivable/payable tasks.
• Commitment to creating a welcoming and respectful work environment.
• Excellent written and verbal communication with strong attention to detail.

Responsibilities

• Plan, schedule, and coordinate banquet and catering events with hosts.
• Develop contracts outlining event specs and estimated costs.
• Manage day-of-event details and coordinate staff on-site.
• Coordinate with facilities, kitchen, and service teams for seamless delivery.
• Engage with vendors for rentals and specialty services as needed.
• Prepare proposals, sales reports, and final billing with itemization.
• Conduct outreach and sales calls with campus and community clients.

Skills

Event planning

Sales outreach

Customer service

Communication

Team coordination

Education

Bachelor's degree in Business Administration

Tools

Excel

Event management software

Job description

This role is responsible for planning, scheduling, coordinating, and service of foods and beverages for events and functions relating to conferences, meetings, special events, weddings, and other banquet and catering operations. Responsible for engaging in sales calls with prospective University and off-campus clients as assigned and building relationships with current and potential clients. Work hours will vary based on business needs. This position will also be responsible for supporting and implementing the Iowa GROW program with student employees as a part of our commitment to student success.

Specific Job Duties & Tasks

Event Planning Coordination — Meet with event hosts to schedule, plan, and coordinate all banquet and catering event details, including date, time, menu, room setup needs, and special requirements.

Contract Development — Initiate and prepare banquet/catering contracts outlining event specifications and estimated costs for food, beverage, labor, equipment, and miscellaneous services.

Day‑of Event Management — Personally contact event planners on the day of the event to confirm expectations, resolve issues, and coordinate last‑minute adjustments with staff.

Interdepartmental Coordination — Communicate event details to facilities, kitchen management, and service teams to ensure seamless execution.

Vendor Management — Coordinate with external vendors for rentals, specialty services, or product purchases as required.

Administrative Oversight — Prepare proposals, sales reports, service documentation, event deposits, and final billing with accurate itemization.

Sales & Client Outreach — Serve as a member of the University Catering sales team, conducting outreach and sales calls with campus and community clients.

Brand Representation — Represent University Catering at university and community events to strengthen visibility and cultivate relationships.

Committee Participation — Serve on committees and organizations that enhance the presence and reputation of University Catering.

Policy & Procedure Support — Assist in developing departmental policies and procedures and communicate updates to support staff.

Customer Service Response — Respond promptly and professionally to inquiries and concerns from students, parents, faculty, staff, and the public.

Operational Compliance & Improvement — Ensure compliance with university policies, including cash handling and alcohol service, and recommend improvements to efficiency, staffing, scheduling, and quality control.

The Division of Student Life is comprised of staff that embrace new ideas and thoughts, work together to keep our students safe, and provide them with life-changing experiences. The Division of Student Life includes 15 departments that span from Recreational Services to the Office of Leadership, Service and Civic Engagement and everything in between. We believe in working together as one team to achieve our mission: fostering student success by creating and promoting educationally purposeful services and activities within and beyond the classroom.

Requirements

A bachelor’s degree in business administration, Restaurant Hospitality Management or an equivalent combination of education and related experience.

Experience (typically 1 – 3 years) in events, hospitality, catering, banquets and/or fine dining sales & service.

Administrative experience (typically 6 months – 1 year), including activities such as delegating tasks and day-to-day management of accounts receivable and/or accounts payable.

Commitment to and alignment with the values of the Division of Student Life, including a demonstrated active commitment to creating a welcoming and respectful work environment.

Excellent written and verbal communication skills, as well as superior attention to detail.

Ability to provide excellent customer service and to meet or exceed customer service needs

Demonstrated adaptability to change in the workplace.

Ability to collaborate and interact with a variety of individuals and groups, while modeling open, respectful, accepting, and supportive behaviors toward others.

Proficient in standard computer software applications (e.g. Word, Excel, email).

Valid driver’s license with the ability to meet UI fleet safety driving record review guidelines.

Desired Skills

Experience (typically 6 months – 1 year) conducting sales calls or cold calling

Working experience with computerized food service and event management systems and software; and electronic payment systems.

Working knowledge of event management processes and activities.

Some experience in a higher education environment with knowledge of university business procedures, policies, and practices.

Previous Supervisory experience (typically 6 months – 1 year)

In order to be considered, applicants must upload a resume and cover letter and mark them as a “Relevant File” to the submission.

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.

Job openings are posted for a minimum of 7 calendar days and may be removed from posting and filled any time after the original posting period has ended. Up to 5 professional references will be requested at a later step in the recruitment process. Please note that this position is not eligible for visa sponsorship in the United States. For questions or additional information, please contact Michelle Sehmann at [e-mail] .

Joining the University of Iowa means becoming a vital part of the Hawkeye community, where your work directly impacts education, research, and student success.

Enjoy exceptional health coverage, university-paid life insurance, robust retirement plans, and generous leave policies. Benefit from 24/7 support services, well-being resources, and access to UI Health Care specialists. Grow professionally with advanced training, leadership development, and tuition assistance.

Iowa City offers a great quality of life with world-class performances at Hancher Auditorium, Big Ten athletics, top-ranked public schools, and outdoor recreation.

Join us in making a difference at a leading Big Ten university and premier public research institution.

Additional Information

• Classification Title: Cater, Dining & Event Svcs Crd
• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: On Campus

Compensation

• Starting Salary Minimum: 43,890.00
• Starting Salary Maximum: commensurate

Contact Information

• Organization: Student Life

Equal opportunity employer

The University of Iowa is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, or associational preferences.

Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, [phone] or [e-mail] . For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543 .