Student Event Billing Assistant

Colorado Mesa University; United States; On-site; USD 17,000 - 25,000; Full time

Job summary

Colorado Mesa University seeks a Student Event Billing Assistant to support the Event & Hospitality Services team with the financial and administrative processes for external events. You will prepare invoices, track payments, maintain billing records, and ensure charges are processed on time.

This role uses 25Live, CaterTrax, Microsoft Excel, and CMU billing records, offering hands-on experience in event operations, hospitality, accounts receivable, and related administrative functions.

Qualifications

• 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.
• Basic experience with Microsoft Excel or willingness to learn.

Responsibilities

• 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.
• 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.

Skills

Detail orientation

Numerical aptitude

Organizational skills

Time management

Multitasking

Professional communication

Independent working

Confidential information handling

Education

Current CMU student in good standing

Tools

Microsoft Excel

25Live

CaterTrax

Job description

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. It’s 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, we’ve 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 challenge. In this community rooted in love and dignity, curiosity thrives, leading to endless opportunities for growth and advancement. Inspired by the soul of the West—the spirit that our region embodies—we 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.

• 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 a foundation of goodwill
• Courage - Taking risks in the pursuit of new possibilities
• Humility - Suspending one’s ego and pride to recognize that no idea is perfect and being open to the input of others
• Resiliency - Investing in the future by adapting to changes, overcoming challenges and pursuing Opportunity
• 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.

Essential Duties & Responsibilities

• 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.

Required Qualifications

• 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 escal…
• Basic experience with Microsoft Excel or willingness to learn.
• Ability to handle confidential information professionally.

Preferred Qualifications

• 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.

Skills Students Will Develop

• 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

Position Expectations

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

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.

A comprehensive university in Grand Junction, Colorado Mesa University provides exceptional educational opportunities on a state-of-the-art campus. As western Colorado’s largest university, CMU serves students on its main campus in Grand Junction, its satellite campus in Montrose, its technical college, CMU Tech, and via online offerings. Colorado Mesa University serves as the primary intellectual and cultural center of western Colorado and promotes the exchange of ideas that are of regional, national, and international importance. Founded in 1925, it is a dynamic university enrolling 10,000 students at the associate, baccalaureate, and graduate levels. At the heart of the CMU experience is an integrative and experiential approach to higher education that encourages students to think differently and empowers them to challenge assumptions. CMU brings students together with expert scholars and thinkers from different disciplines to make connections between ideas and gain the skills to solve the unstructured, complex problems they will encounter in life. Our focus is on providing quality academic programs, built on a strong liberal arts core that supports students' interests and regional employment needs, as well as technical programs that respond to vocational workforce demands. The Grand Valley is home to some of the best outdoor recreation in the state of Colorado and you will not have to fight traffic and crowds to enjoy it. CMU is surrounded by the Grand Mesa, Book Cliffs, and the Colorado National Monument. We have world-class mountain biking, rock climbing, hiking, rafting, and a mountain resort that’s less than 45 minutes from campus for skiing, snowboarding, and cross‑country skiing. Living and working in Grand Junction, you will be able to explore one of Colorado’s best kept secrets.