Assistant Manager in Cambridge, Massachusetts at Harvard University

003504SR
School/Unit Harvard University Central Administration
Job Function Hospitality & Dining Services
Location Cambridge
Job Type Full-time
Salary Grade 056
FLSA Status Exempt
Union 00 - Non Union, Exempt or Temporary
Term Appointment Yes

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.

Under the direction of the Senior General Manager, this role provides operational support and oversight to ensure the smooth running of Harvard Kennedy School (HUDS) operations. The position assists all in maintaining efficient business practices while delivering exceptional customer satisfaction to students, faculty, university clients, and guests.

**This is a term position ending on 9/27/2027**

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 perform 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 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 HKS

• 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 if staff are unavailable to work.

Daily Operations

• Payroll Management. Maintaining all staff payroll in Kronos system; ensure that payroll is submitted accurately each Monday.
• 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.
• 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 Events
• Supervises all catering deliveries and ensures Catering standards are met through spot checks and training of staff.
• Support Managers in ensuring performance expectations and work rules are clearly communicated and enforced through coaching, mentoring, and regular staff meetings.
• Provide assistance in the Sales office by inputting sales and doing the diagrams for Events.
• 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

Physical Requirements:

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

Basic Qualifications:

• HS Diploma and at least 5 years prior front of the house catering experience in high volume, fine dining events with off-premises or hotel catering operations.
• Previous supervisory experience, with ability to hold team members accountable.
• Proficiency in Microsoft Office applications (Word, Outlook, Excel, Teams, EMS, Social Tables). 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.

Additional Qualifications and Skills:

• An Associate's or Bachelor's Degree in Hospitality Management or a related field is preferred.
• Previous sales experience in an off-site catering environment.
• Experience managing in a unionized environment.
• Knowledge of Kronos timekeeping software or similar system.

Standard Hours/Schedule: 40 hours per week

• This is a term position ending on 9/27/2027

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity, Education, Criminal, Motor Vehicle Record, Drug Test, References

Other Information: Emergency Status Designation: Essential Personnel

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Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. 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, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, 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.