Dining Services Administrative Assistant

Dining Services Administrative AssistantWE'RE WAITING TO HEAR FROM YOU. COME JOIN OUR FAMILY AND GROW YOUR CAREER WITH US! Our team is only as strong as each individual contributor – which is why we focus our energy on hiring people who are friendly, hardworking and have a true passion for serving older adults. After all, residents aren't guests in our community; we're working in their home.This position is responsible for providing administrative support to the Dining Services management team. This position reports to the Director of Culinary & Dining Services.Essential Job Functions:Administrative & Operational CoordinationProvide administrative support to the Dining Services leadership team across all venuesManage and coordinate calendars for Dining Services leaders, including meetings, associate engagement events and group outings or travelTake meeting notes and distribute communications as directedMaintain organized records and documentationSubmit reports and prepare proposals and presentations as neededCoordinate activities throughout the company to ensure efficiency and maintain compliance with company policy and regulatory agenciesCoordinate and manage projects for department in collaboration with Director of Dining Services and Assistant Director of Dining ServicesAssists with recruiting for dining services jobs and sends to appropriate hiring managerAssist with onboardingCoordinates resolution of WeCare Connects and Comment Cards responsible partiesCoordinate internal communicationsVendor Management & Contract OversightServe as primary point of contact for vendorsSchedule vendors and coordinate servicesSource vendors and assist with contract setupMaintain vendor contract and contact databaseReview vendor invoices and resolve discrepanciesFinancial Reporting & Accounting SupportProcess invoices and work with Accounting/AP in adherence to accounting deadlinesTrack accruals and rebatesCreate annual spend-down reportsRun payroll charge reportsSubmit monthly inventory reportsUses database programs and spreadsheets to generate dining services reports as requestedResident Dining SupportManage meal plan inquiries and creditsSupport scheduling and reservationsCommunicate dining updatesCoordinate Dining Committee meetings with resident representativesMenu & SignageDesign, format, and print menusCreate signage and promotional materialsCompliance & InventoryManage office supplies and inventoryTrack inspections, licenses, certificationsManage uniform orders and inventoryCritical Skills / Expertise:Must have high level of interpersonal skills to handle sensitive and confidential situations while demonstrating poise, tact, and diplomacyMust be able to communicate with individuals at all levels of the organizationMust have knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software (MS Word, Excel, Access, PowerPoint)Excellent verbal and written communication skillsRequires some analytical ability to gather and summarize data for reports, find solutions to various administrative problems, and prioritize workRequires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlinesAble to work well with others, including staff, supervisors, residents, families, volunteers and the publicBasic office equipment to include: PC, printers, copiers, fax, paper shredder, and multi-line telephone systemStrong organizational and time management skills with the ability to manage multiple prioritiesHigh level of attention to detail, particularly in financial and administrative processesStrong interpersonal and communication skills across all levels of the organizationAbility to handle sensitive and confidential information with professionalism and discretionAnalytical ability to support reporting, budgeting, and operational improvementsAbility to work collaboratively in a fast-paced, multi-unit environmentStrong problem-solving skills with the ability to resolve vendor and operational issues effectivelyAbility to integrate AI as necessary and relevantAnalytical abilityPhysical Requirements:Ability to sit, type, and work at a computer for extended periodsAbility to lift up to 20 lbs.Ability to travel between buildings across campusAbility to stand and assist in dining operations when neededWorking Conditions:Pleasant office and Kitchen environmentFrequent interaction with staff, residents, vendors, and leadershipMovement between multiple dining venues across campusQualifications:AA or Bachelor's degree preferredThree or more years experience in related area or equivalent combination of education and experience preferredBenefits and Perks:Career advancementCompetitive salariesComprehensive benefits package, including medical, dental, life and disability insurancePaid Time Off, Company Paid Holidays, 401K plan with matching contributions, and moreAssociate recognition programs, referral bonuses, tuition reimbursement and associate scholarships*Part-time positions may not be eligible for certain benefits.Environment: The Village at Gainesville offers a highly professional, engaging, team-centered environment where associates can grow professionally, and have a positive impact on the lives of the seniors that we serve. If you have a passion for serving others and are dedicated to improving the lives of seniors, this is the employment opportunity for you! Location: While our 104-acre campus has all the amenities of a small town, sometimes it's nice to explore off campus. Just 10 minutes away, you'll find shopping, theaters and restaurants. Gainesville is home to the University of Florida, which is one of the largest universities in the United States as well as Santa Fe College, recently ranked #1 community college in the US. Gainesville is highly recognized as a great place to live and work.