Assistant Administrative Services Manager

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.

Essential Responsibilities

• 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 distribut