Job Description

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GENERAL DESCRIPTION:

The University Rathskeller is an on-campus restaurant and student programming facility that is operated entirely by students for the benefit of the University of Miami community.  The Associate Director, University Rathskeller is responsible for simultaneously coordinating and managing multiple tasks and projects related to the overall operations of the Rathskeller. Primary responsibilities include operational management, leadership and direction for budget, financial functions, marketing, media and communications, catering, reservations, and events within the Rathskeller. For all areas of responsibility, selects, trains, and evaluates team members. In conjunction with the Director, Rathskeller develops and forecasts the annual budget and five-year capital projects financial planning.  

Reporting Relationship:  Reports to the Director, University Rathskeller

Operational

• Provides daily management support for Rathskeller operations including supervision of staff and facility operations; works to ensure facility is ready for service on a daily basis.
• Assists in the supervision of all Rathskeller employees/ staff (approx. 80 employees).
• Responsible for employee performance evaluations, assigning schedules, other employee issues.
• Coordinates with Compliance Officers and IT to ensure department’s PCI compliance which includes, but is not limited to, updating procedures and policies to new standards, training of staff on PCI compliance, and weekly documentation.
• Responsible for the training of new employees on POS (Point of Sales) system and cash handling procedures and policies.
• Responsible for communication of Rathskeller Operations policies and any updates.
• POS (Point of Sales) management and maintenance including but not limited to back office maintenance (updating menu items and prices), front office workstation corrections and adjustments, credit card issues and corrections as well as other day-to-day corrections and maintenance.
• Supervise office work and project tasks of student office assistants.
• Assists with dining and bar service when needed. Some evenings and weekend work required as directed by the Director of the Rathskeller.

Financial

• Implement and maintain internal financial controls and record keeping procedures to include the preparation of monthly financial reconciliations and other required financial documents.
• Manage and track and approve both revenue and expenses for both internal and external financial accounts associated with the University Rathskeller, Inc. and operate within an annual financial budget.
• Work with Student Affairs Information Systems, UMIT, and Treasury Operations to ensure the Rathskeller in compliance with all University of Miami and PCI regulations and technical initiatives to secure credit card and personally identifiable information from compromise.
• Work in conjunction with Student Affairs Financial Operations on the preparation and submission of an annual operating and capital budget to reflect the needs of the business. 
• Responsible for monthly, quarterly, and annual analysis and reporting for variances and forecasting.
• Responsible for daily & weekly compilation of Labor, Sales, and Menu Item reports. Inputs sales data into QuickBooks Accounting Software.
• Records and prepares invoices for reimbursements of Cane Express and Dining Dollar Transactions.
• Responsible for reconciling cashier’s reports with cash receipts.
• Responsible for departmental petty cash fund, tracks and accounts for overages and shortages.
• Verifies and Prepares daily deposits/transports funds.
• Coordinates with Accountant on End of Month/Year financial reports.
• Maintains and reconciles all invoices and ensures all account payables and receivables are reconciled in a timely manner.

Events and Reservations

• Provides operational management and direction for all aspects of events including Rathskeller special events, student programs, special University events (watch parties, alumni/development events, employee recognition), summer programs and conferences for departmental and external clients.
• Participates and assists, as requested, in the planning and establishment of goals and objectives for meetings, conferences, and other events, with respect to budgets, facilities, catering, technology, equipment, programming, logistical requirements, public relations and other related issues.
• Evaluates program/event histories, budget considerations, contractual provisions, and event organizer recommendations to determine requirements as to space, facilities, technology, equipment, catering and on-site management.
• Migrate the Rathskeller event spaces to University-approved scheduling platform (currently EMS) and adhere to all Student Center Complex policies regarding reservation of space.
• Co-Advise the Rathskeller Advisory Board (RAB) and help coordinate the programming efforts of RAB with the Associate Director of Student Activities and Student Organizations.  Assist RAB in the marketing of all programs and services of the Rathskeller to the University community and as a programming resource to student organizations and programming boards. Help RAB plan and implement programs and special events that address the needs of the diverse student body and promote the goals of the Division of Student Affairs.

Marketing, Media and Communications

• Maximize revenue by overseeing and executing marketing campaigns regarding restaurant operations and events.
• Design and source promotional items, signage, uniforms, and menus.
• Manage, edit and oversee Rathskeller website in coordination with the SCC Communication Specialist and Student Affairs Marketing and Communication Manager.
• Oversees the print and electronic marketing and media efforts of the Rathskeller, including brochures, signage, electronic signage, web, and social media.

Administrative

• Manage departmental email and calendar.
• Develop and evaluate customer satisfaction surveys used to improve service, events and programs.
• Create and assess student learning outcomes related to student employment program.
• Develop strategic plan for Rathskeller (in conjunction with Director) and monitor strategic goals on a continual basis.
• Ensure strategic plans of Rathskeller, Student Center Complex, Student Affairs and University of Miami are aligned.
• Other duties as assigned by the Director, University Rathskeller; the Executive Director, Student Center Complex/Vice President Rathskeller, Inc.; Vice President for Student Affairs/President Rathskeller, Inc.; and the Board of Directors Rathskeller, Inc.

KNOWLEDGE, SKILLS, ABILITIES:

• Strong Organizational skills and detail oriented.
• Must be customer service-oriented and flexible.
• Excellent oral and written communication skills.
• Excels in a fast-paced environment.

Computer Skills:

• Knowledge and familiarity with Microsoft Office and Graphic Design programs (i.e. Photoshop, InDesign, Illustrator).
• Must be able to learn software for task tracking, budgets, etc.
• Must be able to work with minimal supervision.
• Must possess or quickly acquire an outstanding working knowledge of the University policies and procedures.
• Proper phone etiquette.

EDUCATION REQUIREMENTS:

• Bachelor’s Degree in Hospitality, Business, Student Affairs, or similar field preferred.
• Crowd Control Management Certification.
• PCI DSS Training.

WORK EXPERIENCE REQUIREMENTS:

• A minimum of five years in a managerial role at a full-service restaurant having food, beer and wine availability.
• College/University experience preferred.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

A7

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