Assistant Manager, Catering (Two year term position)

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Job Description

Independently manage a wide range of duties related to catering and event sales including booking, selling, planning and coordinating events while assuring the highest level of customer service.

Job-Specific Responsibilities:

General Responsibilities:

• Ensure high standards are consistently met by implementing all HUDS and University policies related to food quality, sanitation, equipment, facility maintenance, and safety.
• Foster a positive, collaborative work environment that promotes open communication, fairness, and continuous learning while supporting HUDS and University goals.
• Maintain professional relationships with Union Employees and Union Shop Stewards.
• Ensure compliance with unit-specific sustainability goals and programs.
• Collaborate with Human Resources and HUDS Management to ensure employment practices adhere to the current Collective Bargaining Agreement and University personnel policies.
• Must excel at multitasking, problem-solving, teamwork, communication, and performing under pressure.
• Develop and maintain positive and professional relationships within the community, where all perspectives on food are celebrated and supported. Provide outstanding customer service and ensure specialty diets and other nutritional needs are met.

Supervision and Staff Scheduling:

• Schedule, assign work and ensure the staff is properly trained and have the tools and equipment needed to effectively carry out their job functions.
• Coaches, counsels, retrains personnel as needed in order to ensure superior levels of performance.
• Schedule catering personnel appropriately based upon business needs and events.
• Schedule through Kronos/Telestaff System and Staff personnel appropriately based upon business needs and events.
• Manage Kronos and approve timecards.

Supervision of Cronkhite:

• Develop and maintain positive, professional relationships with front line service staff via regular meetings, two-way communications, timely feedback, collaboration and consistent visibility in the work unit.
• Ensure performance expectations and work rules are clearly communicated and implemented via regular coaching, mentoring and regular staff meetings.
• In collaboration with Human Resources and HUDS Management, ensures employment practices are compliant with the current Collective Bargaining Agreement and all University personnel policy and procedures.
• Ensure Kronos’ timekeeping system is accurately and regularly maintained. Process timecards and absence requests in a timely manner and per HUDS policy and procedure. Use Kronos Dialer to fill open shifts in compliance with the Union Local 26 and HUDS policies.
• Assume duties at Cronkhite if staff are unavailable to work.

Ordering:

• Order all items necessary for events including paper goods, coffee and other products as assigned.
• Establishes appropriate par levels for paper goods & coffee supplies, so as to support forecasted activities without experiencing shortages or excessive inventory situations.
• Papergood inventory management, including cost control, loss prevention, Monthly inventory audits, and maintaining appropriate stock levels by ordering as needed.

Daily Operations:

• Payroll Management. Maintaining all staff payroll in Kronos system; ensure that payroll is submitted accurately each Monday.
• Ensure Unit’s physical plant is organized and in good repair. This includes but not limited to: Walls, ceilings, floors, storage and receiving areas, servery, kitchen and exterior building area.
• Manage day-to-day operation activities for drivers in catering department.
• Manage driver routing and weekly scheduling.
• Oversee and sign off on Drivers' daily cleaning assignments.
• Review all Event Orders to determine staffing levels, distribution and execution of events.
• Ensure that all daily catering orders are processed and fulfilled to Catering expectations.
• Communicate with sales department regarding availability of last-minute orders and add-ons efficiently and courteously.
• Communicate information to the kitchen on times for all the events to ensure proper food delivery and pick up times are met while maintaining standards of food, beverage and meeting specifications.
• Manage Catering Vehicle fleet including maintenance and all expenses incurred, including 6 vans, 1 box truck and 1 HUDS vehicle. Handles insurance claims, vehicle maintenance, repairs and fuel management. Ensures cleanliness of vehicles each day.
• Supervises all catering deliveries and ensures Catering standards are met through spot checks and training of delivery staff.
• Conduct daily facility walkthroughs to assess the condition of physical infrastructure, equipment, and monitor rodent activity. Complete self-inspection reports and notify Crimson Catering staff of any issues.
• Support Managers in ensuring performance expectations and work rules are clearly communicated and enforced through coaching, mentoring, and regular staff meetings.
• Provide assistance to Drivers for deliveries or in the event of a call-out.
• Step into management roles as required and provide additional support as needed.
• Crosstrain in other areas as assigned.
• Perform other duties as assigned.

Working Conditions:

• Ability to work evenings, weekends and holidays as needed
• Subject to wet floors, temperature extremes, and excessive noise
• Standing and walking for significant amounts of time is necessary
• Emergency Status Designation: Essential Personnel

Physical Requirements:

• Continuous: walking, standing, lifting.
• Frequent: bending, reaching, squatting, push/pulling, pushing of mobile carts, hot boxes.
• Occasional: climbing, sitting, handling, manual dexterity.

Qualifications

Basic Qualifications:

• Minimum of 2 years’ relevant work experience.
• A valid driver’s license and willingness to occasionally drive.

Additional Qualifications and Skills:

• HS Diploma and at least 5 years prior front of the house catering experience in high volume, fine dining events with off-premise or hotel catering operations.
• An Associate's or Bachelor's Degree in Hospitality Management or a related field is preferred.
• Previous supervisory experience, with ability to hold team members accountable.
• Proficiency in Microsoft Office applications (Word, Outlook, Excel, Teams). Ability to learn other software applications as needed.
• Must be able to work evenings, weekends and holidays as needed.
• Knowledgeable about current food and event management trends.
• Demonstrated ability to deliver exceptional customer service.
• Strong communication (verbal, written, interpersonal) skills and an ability to communicate effectively with a diverse constituency.
• Strong time management, organizational and multi-tasking skills.
• Ability to meet multiple deadlines and manage competing priorities.
• Good professional judgment and ability to independently make sound business decisions.
• Must be adaptable to a frequently changing environment and ability to remain calm and professional in stressful situations.
• Works professionally, ethically and with integrity; Uphold the vision and mission of HUDS and the University.
• Previous sales experience in an off-site catering environment.
• Experience managing in a unionized environment.
• Knowledge of Kronos timekeeping software or similar system.
• Knowledge of FoodPro Menu Management system.

Additional Information

• Standard Hours/Schedule: 40 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Criminal, Motor Vehicle Record, Drug Test, SORI
• Other Information: This is a two-year term position

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Work Format Details

This position is based on-site at a Harvard campus location. Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 056. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard’s academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, sex, ethnicity, color, national origin, religion, disability, or any other characteristic protected by law or identified in the university’s non-discrimination policy. Harvard’s equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.