Assistant Administrative Services Manager

About the role

The Assistant Administrative Services Manager supports the Administrative Services Manager, Executive Director, Associate Directors, and other dining management team members. They serve as the initial point of contact for catering events and operations, support Catertrax orders, and assist with financial processing and departmental communication.

Responsibilities

• Serve as the initial point of contact for catering inquiries, tour groups, and auxiliary dining requests.
• Manage auxiliary dining-related programs and offerings, including bagged lunches, boxed lunches, cakes, pack-outs, and other special requests.
• Support positive customer experiences by ensuring timely, accurate, and professional communication.
• Assist in the day-to-day management of the Catertrax system, including order support, updates, and troubleshooting.
• Aid clients and campus partners with order-related questions, changes, and system navigation as needed.
• Support the completion, review, and processing of invoices across all departmental budgets, and enter information into Banner to maintain accurate financial records.
• Reconcile financial records for the Dining Services program and support sound fiscal oversight.
• Maintain clear, timely, and accurate communication regarding changes in procedures, guests coming to campus, meal-time adjustments, and other operational updates.
• Serve as the point person for departmental communications and maintain the dining staff listserv.
• Support the Director and Administrative Services Manager with general administrative responsibilities and provide assistance to the dining team as needed to ensure effective day-to-day operations.
• Coordinate the distribution and tracking of uniforms for staff and special events.
• Ensure continuity of service and timely completion of critical administrative tasks during periods of coverage for the Administrative Services Manager.

Qualifications

• High school diploma with five (5) years of job-related experience, or an equivalent combination of education and/or experience.
• ServSafe Certification.
• Valid driver’s license.
• Ability to drive a box truck.
• Demonstrated knowledge of food service production requirements, human resources practices, and fiscal management principles.
• Experience with budget development, financial systems, reconciliation processes, and operating budget management.
• Excellent communication skills, including interpersonal communication, writing, customer service, presentation, and instruction.
• Proficiency in Microsoft Office, email systems, CBORD (or similar systems), recipe software, inventory systems, timekeeping systems, Banner or similar financial systems, and catering systems software.