Administrative Assistant; WHWC)

Facilities Maintenance-WHWC Non-Exempt Full-Time Entry Contributor San Antonio, TX, US

Salary Range: $21.75 To $26.94 Hourly

The Administrative Assistant (Wesley Café) provides comprehensive administrative and operational support for the Wesley Café and the Administrative Services, Facilities & Safety Department. This position coordinates purchasing, invoicing, vendor relations, catering requests, scheduling, financial documentation, inventory management, and administrative processes that support efficient café operations and exceptional customer service.

This position supports the daily operational and administrative functions of the Wesley Café and serves as a key liaison between café operations, Accounting, vendors, suppliers, and internal departments. Responsibilities include coordinating purchasing activities, maintaining financial records, supporting catering operations, monitoring inventory, and ensuring timely processing of invoices, contracts, and expense documentation. The role contributes directly to operational efficiency, customer service, compliance, and fiscal accountability.

Exercises independent judgment in prioritizing administrative responsibilities, coordinating food-service support activities, managing records, monitoring inventory levels, and resolving routine operational issues. Escalates significant financial, contractual, compliance, or operational concerns to the Administrative Services Manager and Café leadership as appropriate.

Will work closely with Administrative Services Manager, Café Chef and Café staff, Accounting Department, Administrative Services team, clinical & corporate staff, Department leaders and team members

• Coordinate administrative support activities including correspondence, scheduling, records management, and office operations (20%).
• Manage purchasing documentation, invoices, contracts, vendor statements, company credit card reconciliation, and expense reports (20%).
• Support Wesley Café operations including purchasing, inventory management, supply ordering, and vendor coordination (15%).
• Coordinate catering requests, food orders, deliveries, and customer inquiries (10%). Prepare, maintain, and reconcile financial records, reports, revenue documentation, and operational data (10%).
• Schedule meeting rooms, appointments, travel arrangements, and Super Day support activities (10%).
• Assist with café operations, menu support, register coverage, and mini-café inventory as needed (5%).
• Monitor supplies and arrange equipment maintenance (5%).
• Conduct research, compile reports, transcribe meeting notes, and provide project support (3%).
• Perform other duties and special projects as assigned (2%).

This position does not supervise others. May provide guidance and coordination concerning established administrative procedures and café-related processes with vendors, suppliers, and internal stakeholders.

• High School Diploma or General Education Diploma (GED)
• Food Handler Certification required within 6 months of employment
• Valid driver’s license and ability to maintain auto liability insurance.
• Three to five years of related administrative support experience; or
• Equivalent combination of education and experience

• Two years of college coursework in Business Administration, Office Administration, Executive Secretarial Science, or a related field
• Experience processing invoices, expense reports, purchasing records, and vendor documentation

• Collaboration…