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. 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.Colorado Mesa University Core ValuesLove - Extending oneself for nurturing the growth of self and othersDignity - Respecting the intrinsic value of each person and believing that others act from a foundation of goodwillCourage - Taking risks in the pursuit of new possibilitiesHumility - Suspending one’s ego and pride to recognize that no idea is perfect and being open to the input of othersResiliency - Investing in the future by adapting to changes, overcoming challenges and pursuing OpportunityCuriosity - Cultivating awe and exploring the unknownPower - 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 escalate questions or discrepancies.
• 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

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

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 - 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 information. In addition, please be prepared to upload a:

• Cover letter (Optional)

• Resume