Auxiliary Services Office Manager

Auxiliary Services Office Manager

JOB SUMMARY: The Auxiliary Services Office Manager will manage all aspects of the Dining Service Office in support of the student dining program, Catering and Summer Programs functions, payroll, accounts payable/receivable, purchasing support, and external client/parent liaison. Additionally, assist Book Mark Management with financial and administrative duties including general merchandise management.

Employment Type: Full-time (1.0 FTE), Exempt (Salaried), Benefits-Eligible

Salary Range: $52,000-60,000 annually

MAIN RESPONSIBILITIES:

Dining Service Support

• Manage Student Dining Service Accounts:
  • Advise students re: meal plan balance and status
  • Add/Delete/Edit student meal plan accounts on One Card system
  • Communicate with parents in matters concerning meal plans
  • Process student special order requests - debit accounts
  • Coordinate with the Assistant Director on activities and deadlines related to New Student Registration - Meal Plans
• Administrative & Office Functions
  • Preparation of Bi-weekly Payroll
  • Supervise the Auxiliary Services Accounts Coordinator and preparation of A/P
  • Create a pleasant, professional atmosphere
  • Manage office equipment and office supplies needs
  • Update and maintain standard customer forms
  • Provide administrative assistance for the Associate Vice President, Auxiliary Services
• Assist Catering & Summer Programs
  • Schedule appointments
  • Manage Special Events/Sendout function sheets (EMS)
    • Enter data for upcoming events
    • Distribute, post, and update weekly function sheets
    • Collate and ensure completeness/accuracy of function sheets
    • Prepare billing/accounts receivable for Catering/Summer Programs groups and events (EMS)
    • Prepare appropriate signage for banquet rooms and special events
  • Assist the Assistant Director of Dining Service, Operations with the onboarding of new employees

Book Mark Support

• Assist Book Mark Management with General Merchandise
  • Assist with merchandising and inventory plans
  • Assist with the maintenance of the merchandise markdown and returns schedule
  • Data entry: build purchase orders, and add new items to the Inventory Management System and Point of Sale
  • Participate in weekly opening and/or store closing procedures
  • Provides sales floor support as needed

General Responsibilities

• Maintain confidentiality in all matters concerning student data, customer contact data, and employee/personnel data
• All other duties as assigned

Prerequisites

MINIMUM QUALIFICATIONS:

• High School Diploma or equivalent
• Prior experience in a large hospitality-focused work setting in a supervisory or administrative capacity
• Flexibility to a changing work schedule depending upon academic calendar and special events/summer program needs
• Effective and professional oral and written communication skills
• Proficiency with Microsoft Office Suite products
• Proficient accounting skills
• Commitment to Customer Service
• Independent decision-making with the ability to work within a team and direct the work of others
• Ability to organize work effectively and efficiently to meet deadlines

Gustavus offers competitive and comprehensive benefits which include:

• Medical insurance (which includes access to Nice Healthcare) as well as dental, vision, and life insurance
• Workplace accommodations for physical or mental health concerns
• Onsite health services
• Free parking, exercise classes, and use of library and athletic facilities
• Paid parental leave
• Employer contribution to retirement savings plan (after one year of employment)
• Tuition scholarships for dependents
• Tuition benefit plan for employees and spouse
• 13 paid Holidays + generous PTO plan