Dining Services Administrative Assistant

Dining Services Administrative Assistant

POSITION SUMMARY:

Under the general supervision of the Senior Director for Dining Services and Facilities Events (SD-DSF), the Dining Services Office Administrative Assistant performs a broad range of highly skilled to advanced administrative and clerical work that varies in complexity in administering programs and functions in Dining Services. Responsibilities are performed independently under general supervision of the SD-DSF and involve planning, strong organizational skills, diplomacy, attention to detail, and initiative.

The position requires the capacity to manage multiple priorities and work well in a diverse and fast-paced environment. Duties and responsibilities are varied and confidential in nature. Knowledge of the organization and the College’s policies and procedures is essential. The Dining Services office Administrator is a member of the Dining Services management team and participates in the ongoing research, development, and implementation of improvements and innovative ideas in dining services.

• Reconcile catering contracts, departmental charges, meal passes, retail revenue, cash deposits, credit card purchases, and other financial transactions in Workday Financials, ensuring accurate allocation, billing, and account reconciliation.
• Process and manage invoices for catering, retail, and board plan accounts, including routing, tracking, filing, approvals, and coordination with the Sodexo Hub and Business Affairs Office.
• Generate and analyze weekly retail sales, product, financial, and operational reports to support business decisions.
• Maintain office supply, equipment, and safety shoe inventories and ordering; place orders and monitor budgets as needed and assigned.
• Coordinate Dining Services communications, including campus announcements, departmental correspondence, employee notices, and reports in English and Spanish as needed.
• Maintain confidential files, records, reports, and documentation in accordance with College and departmental recordkeeping standards.
• Collect, sort, distribute, and process incoming and outgoing mail and correspondence.
• Serve as the primary liaison between Dining Services, campus departments, vendors, contractors, and consultants, coordinating scheduling, invoicing, billing, and service-related matters as assigned by the (SD-DSF).
• Collaborate with the Operations Manager and DS Assistant Manager on POS system upgrades, retail operations reporting, and cash management processes.
• Support special projects, research initiatives, data analysis, spreadsheets, and administrative assignments as directed by the (SD-DSF).
• Provide professional, responsive, and customer-focused service to campus clients, vendors, and external partners.

• Serve as a Food Service Cashier on assigned days, performing cashier duties including POS transactions, menu sign drawer reconciliation, and customer service in accordance with Dining Services procedures and cashier responsibilities.
• Support daily Dining Services operations by providing guidance and assistance to frontline staff as needed.
• Assist with staff training, onboarding, and ongoing development to ensure compliance with departmental procedures and service standards.
• Promote and monitor adherence to safety, sanitation, and operational policies in collaboration with Dining Services leadership.
• Support opening and closing procedures for Dining Services locations to ensure operational readiness and accountability.
• Assist with catering and special events, including event setup, food and beverage delivery, service support, and breakdown activities.
• Provide professional, courteous, and…