Assistant Administrative Services Manager

Employment Details Job no: 495926 Work type: Full Time Location: Swarthmore Categories: Staff, Salary (Exempt), On Campus Swarthmore College is a highly selective liberal arts college located in the suburbs of Philadelphia, whose mission combines academic rigor with social responsibility. Swarthmore has a strong institutional commitment to inclusive excellence and nondiscrimination in its educational program and employment practices and encourages candidates who will further advance the goal of fostering a diverse and inclusive community. As one of the nation’s finest institutions of higher learning, Swarthmore College is global in outlook and draws students from around the nation and world. The 425-acre campus is a designated arboretum, complete with gardens, rolling lawns, a creek, wooded hills, and hiking trails in the Crum Woods. Who We Are: Swarthmore Dining is dedicated to serving our community with nutritious and satisfying food in a welcoming environment every day. Our mission is to offer a diverse menu that features high-quality ingredients, emphasizing locally grown and sustainably produced products whenever possible. We are committed to inclusive dining by ensuring vegetarian, vegan, and accommodations for dietary restrictions are always available. As a self-operated dining program encompassing Residential Dining, we pride ourselves on providing a work-life balance that is often difficult to find in the restaurant industry. Join us at Swarthmore Dining to be a part of a vibrant community committed to quality, sustainability, and exceptional service in a state-of-the-art kitchen setting. The Opportunity: The Assistant Administrative Services Manager provides assistance and support to the Administrative Services Manager, Executive Director, Associate Directors, and other dining management team members as needed. Serves as the initial point of contact for catering events and operations. Supports Catertrax orders and the system itself in conjunction with the Catering Manager. In collaboration with the Administrative Services Manager, advises, supervises, and monitors the day-to-day activities of invoicing and accounts payable. Ensures that the overall operation maintains positive relations with vendors, other business partners, and other departments. Supports the Administrative Services Manager as the HR liaison, as needed. Maintains the listserv of dining staff and is the point person for departmental communication. Oversees the distribution and tracking of uniforms for all staff. **Catering and Auxiliary Dining Coordination** Serve as the initial point of contact for catering inquiries, tour groups, and auxiliary dining requests. Provide information to clients, answer routine questions, and coordinate next steps in collaboration with the Catering Manager and other Dining Services staff. 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. **Catertrax Administration and Client Support** Assist in the day-to-day management of the Catertrax system, including order support, updates, and troubleshooting. Work collaboratively with the Catering Manager to maintain system accuracy and functionality. Assist clients and campus partners with order-related questions, changes, and system navigation as needed. Help ensure that catering and auxiliary orders are entered, updated, and communicated appropriately to support successful execution. **Financial Processing, Invoicing, and Budget Support** Support the completion, review, and processing of invoices across all departmental budgets, and enter information into Banner to maintain accurate financial records. Assist in ensuring that billing is accurate and processed in a timely manner. Work with the Administrative Services Manager to reconcile financial records for the Dining Services program and support sound fiscal oversight. Provide Dining Services data for surveys, senior reporting, and other institutional reporting needs as requested. **Department Communication and Administrative Support** 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. **Uniform and Operational Support** Coordinate the distribution and tracking of uniforms for staff and special events. Maintain organized records related to uniform assignments and returns. Assist with operational support tasks that contribute to the overall efficiency and readiness of the department, and be prepared to step into additional support functions as needed. **Coverage for Administrative Services Manager** In the absence of the Administrative Services Manager, provide coverage for key administrative functions, including management of the Dining department email account, processing invoices to be paid from the Dining budget, and maintaining bookkeeping records for the Dining Services program. Ensure continuity of service and timely completion of critical administrative tasks during such periods. Who You Are: Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Demonstrated problem-solving ability and a strong commitment to customer service in a diverse campus community. Demonstrated record of teamwork, collaboration, and partnership across multiple operations, services, colleagues, and programs. Working knowledge of a large commercial restaurant, hotel, catering, or institutional dining operation. Ability to exercise discretion and maintain confidentiality when handling personnel, financial, and operational information. Required 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. Preferred Qualifications Bachelor’s degree in food service administration, institutional management, nutrition, dietetics, business administration, or a related field. Four (4) or more years of progressively responsible supervisory and administrative experience in a high-volume food service operation with a varied daily menu. Experience working in college dining, institutional food service, catering, hospitality, or a similarly complex service environment. Experience with Catertrax, Banner, CBORD, or comparable institutional systems. Demonstrated leadership ability and capacity to support departmental planning, organization, and strategic priorities. What You Will Get: You’ll work at one of the world’s most renowned liberal arts Colleges, with incredible benefits, a stunning 420-acre campus, and a collaborative work environment. Join a team of passionate, creative people who work hard and have fun supporting the College students, faculty, and staff. We want to hear from you if you are excited about this role! For full consideration, submit applications with an uploaded resume! The market range for this position is $57,000-$65,000 per year, which represents the College’s good faith and reasonable estimate of the range at the time of posting. The salary offered is determined based on factors including, but not limited to, experience and education of the final selected candidate, departmental budget availability, internal salary equity considerations, and available market information. PA Criminal Clearance Required Swarthmore College requires a PA Criminal background check for all staff positions prior to the start of employment. MVR Clearance Required by Position Due to operating a College owned motor vehicle while performing essential job responsibilities for this position, a motor vehicle report (MVR) clearance is required prior to the start of employment. Preview our Benefits Flyer . We offer benefit plans starting at zero cost! Upon benefit eligibility, the College contributes 10% of an employee’s salary to their retirement account. Employees are 100% vested in their accounts on the date participation begins. Swarthmore College is committed to creating a culture of respect and inclusion so that every member of our community feels a sense of belonging. We actively seek and welcome candidates with diverse perspectives and experiences, exceptional qualifications, and a demonstrable commitment to a more inclusive society and world. Swarthmore College is an Equal Opportunity Employer and does not discriminate based on any identity or characteristic protected by law or College Policy. Advertised: Jun 22 2026 Eastern Daylight Time Applications close: Open until filled #J-18808-Ljbffr Swarthmore College