Dining Services Administrative Assistant

Dining Services Administrative Assistant

Under the general supervision of the Senior Director for Dining Services and Facilities Events (SD-DSF), the Dining Services Office Administrative Assistant performs a broad range of highly skilled to advanced administrative and clerical work that varies in complexity in administering programs and functions in Dining Services. Responsibilities are performed independently under general supervision of the SD-DSF and involve planning, strong organizational skills, diplomacy, attention to detail, and initiative. The position requires the capacity to manage multiple priorities and work well in a diverse and fast-paced environment. Duties and responsibilities are varied and confidential in nature. Knowledge of the organization and the College's policies and procedures is essential. The Dining Services office Administrator is a member of the Dining Services management team and participates in the ongoing research, development, and implementation of improvements and innovative ideas in dining services.

DUTIES AND RESPONSIBILITIES:

Administrative & Financial Support Functions:

• Reconcile catering contracts, departmental charges, meal passes, retail revenue, cash deposits, credit card purchases, and other financial transactions in Workday Financials, ensuring accurate allocation, billing, and account reconciliation.
• Process and manage invoices for catering, retail, and board plan accounts, including routing, tracking, filing, approvals, and coordination with the Sodexo Hub and Business Affairs Office.
• Generate and analyze weekly retail sales, product, financial, and operational reports to support business decisions.
• Maintain office supply, equipment, and safety shoe inventories and ordering; place orders and monitor budgets as needed and assigned.
• Coordinate Dining Services communications, including campus announcements, departmental correspondence, employee notices, and reports in English and Spanish as needed.
• Maintain confidential files, records, reports, and documentation in accordance with College and departmental recordkeeping standards.
• Collect, sort, distribute, and process incoming and outgoing mail and correspondence.
• Serve as the primary liaison between Dining Services, campus departments, vendors, contractors, and consultants, coordinating scheduling, invoicing, billing, and service-related matters as assigned by the (SD-DSF).
• Collaborate with the Operations Manager and DS Assistant Manager on POS system upgrades, retail operations reporting, and cash management processes.
• Support special projects, research initiatives, data analysis, spreadsheets, and administrative assignments as directed by the (SD-DSF).
• Provide professional, responsive, and customer-focused service to campus clients, vendors, and external partners.

General Dining Services Support:

• Serve as a Food Service Cashier on assigned days, performing cashier duties including POS transactions, menu sign drawer reconciliation, and customer service in accordance with Dining Services procedures and cashier responsibilities.
• Support daily Dining Services operations by providing guidance and assistance to frontline staff as needed.
• Assist with staff training, onboarding, and ongoing development to ensure compliance with departmental procedures and service standards.
• Promote and monitor adherence to safety, sanitation, and operational policies in collaboration with Dining Services leadership.
• Support opening and closing procedures for Dining Services locations to ensure operational readiness and accountability.
• Assist with catering and special events, including event setup, food and beverage delivery, service support, and breakdown activities.
• Provide professional, courteous, and customer-focused service to students, faculty, staff, and guests.
• Maintain clean, safe, and sanitary work areas, equipment, and service locations in accordance with health and safety standards.
• Participate in required College and Dining Services training programs to maintain operational knowledge and compliance.
• Support retail and dining operations through accurate recordkeeping, reporting, and adherence to established procedures.
• Assist with departmental marketing, communication, and promotional initiatives as assigned.
• Perform other duties as assigned by the Senior Director of Dining Services & Food Operations (SD-DSF).
• Dining Services always expects employees to maintain a neat and professional image and maintain good personal hygiene.
• Willing and able to work overtime in emergencies and mandatory during special events such as Family Weekend, Alumni Week, Orientation Week, Commencement Week, or as assigned by the SD-DSF.

REQUIRED QUALIFICATIONS

Education and Experience:

• Graduation from high school with extensive courses beyond high school equivalent to one or two years of college or business school or equivalent experience.

Knowledge, Skills, and Abilities:

• Proficiency in Microsoft Office (Word, Excel, Outlook), Google Workspace (Drive, Docs, Sheets), Workday, and other business software applications, with strong data entry and recordkeeping skills.
• Effective verbal and written communication skills; bilingual English/Spanish preferred.
• Ability to prepare correspondence, reports, spreadsheets, and other business documents with accuracy and attention to detail.
• Knowledge of basic business math, cash handling, POS systems, and meal plan transactions.
• Strong organizational skills with the ability to maintain files, records, and retrieve information efficiently.
• Ability to work collaboratively with students, faculty, staff, management, vendors, and campus partners.
• Demonstrated commitment to customer service and creating a welcoming, professional environment.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to stand, carry up to 50 pounds and lift up to 50 pounds in a high-volume kitchen environment.
• Bilingual in English and Spanish preferred.
• Excellent communication, time management and problem-solving abilities.

Preferred Qualifications:

• Possess and maintain a valid driver's license and driving record acceptable to the College's automobile insurance carrier.
• Current certification in ServSafe or other food safety certification recognized by the Los Angeles Department of Health; or must obtain certification within three weeks of start date.

Remote Work Eligibility:

Category A:

All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day on-campus work period. Based on an evaluation by the Area Leadership Group (supervisor, area leader, and area Cabinet member) and HR, this position is classified as Category A as defined in the College's Remote Work Policy. This position is essential to on-campus operations and requires you to work exclusively on campus. Additionally, remote work is subject to the College's remote work policy.

Standard working hours for this position will be based on operational requirements and departmental needs, though hours may vary depending on College needs. All remote work arrangements, including ad-hoc remote work, must be approved by the direct supervisor, area Cabinet member and Human Resources, and are subject to periodic review based on institutional needs. These arrangements are neither guaranteed nor considered entitlements and may change due to factors such as employee performance, evolving business needs, or changes to the position.

Physical Requirements:

While performing the duties of this job, the staff member is regularly required to sit; stand, use hands and fingers, and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hours: Work schedules may vary based on operational requirements and departmental needs.

Classification: Non-Exempt, full-time, regular, benefits-eligible, 9-month academic year position.

Reports To: Senior Director of Dining Services, Facilities, and Events (SD-DSF)

Salary: The anticipated starting salary range is $25-$27 hourly. Salary will be commensurate with qualifications and experience.

Additional Information:

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Harvey Mudd College is an Equal Opportunity Employer. Qualified applicants will be given consideration for employment