Dining Services Administrative Assistant

Dining Services Administrative Assistant

Position Title: Dining Services Administrative Assistant

Overview: 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 Coordination

• Provide administrative support to the Dining Services leadership team across all venues
• Manage and coordinate calendars for Dining Services leaders, including meetings, associate engagement events and group outings or travel
• Take meeting notes and distribute communications as directed
• Maintain organized records and documentation
• Submit reports and prepare proposals and presentations as needed
• Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policy and regulatory agencies
• Coordinate and manage projects for department in collaboration with Director of Dining Services and Assistant Director of Dining Services
• Assists with recruiting for dining services jobs and sends to appropriate hiring manager
• Assist with onboarding
• Coordinates resolution of WeCare Connects and Comment Cards responsible parties
• Coordinate internal communications

Vendor Management & Contract Oversight

• Serve as primary point of contact for vendors
• Schedule vendors and coordinate services
• Source vendors and assist with contract setup
• Maintain vendor contract and contact database
• Review vendor invoices and resolve discrepancies

Financial Reporting & Accounting Support

• Process invoices and work with Accounting/AP in adherence to accounting deadlines
• Track accruals and rebates
• Create annual spend-down reports
• Run payroll charge reports
• Submit monthly inventory reports
• Uses database programs and spreadsheets to generate dining services reports as requested

Resident Dining Support

• Manage meal plan inquiries and credits
• Support scheduling and reservations
• Communicate dining updates
• Coordinate Dining Committee meetings with resident representatives

Menu & Signage

• Design, format, and print menus
• Create signage and promotional materials

Compliance & Inventory

• Manage office supplies and inventory
• Track inspections, licenses, certifications
• Manage uniform orders and inventory

Essential Employee Functions:

• Maintain clean and professional appearance
• Adheres to company policies and procedures
• Attend departmental education and all required in-service training/education
• Maintain confidentiality of resident/family and dining information
• Respond to all fire alarms and assist in the evacuation of residents when needed
• Cooperate with staff of other departments
• Represent the organization through professional demeanor and attitude
• Provide quality customer service in all interactions with residents, guests and staff
• Supervise dining staff when needed
• Perform other duties as required

Critical Skills / Expertise:

• Must have high level of interpersonal skills to handle sensitive and confidential situations while demonstrating poise, tact, and diplomacy
• Must be able to communicate with individuals at all levels of the organization
• Must 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 skills
• Requires some analytical ability to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work
• Requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines
• Able to work well with others, including staff, supervisors, residents, families, volunteers and the public
• Basic office equipment to include: PC, printers, copiers, fax, paper shredder, and multi-line telephone system
• Strong organizational and time management skills with the ability to manage multiple priorities
• High level of attention to detail, particularly in financial and administrative processes
• Strong interpersonal and communication skills across all levels of the organization
• Ability to handle sensitive and confidential information with professionalism and discretion
• Analytical ability to support reporting, budgeting, and operational improvements
• Ability to work collaboratively in a fast-paced, multi-unit environment
• Strong problem-solving skills with the ability to resolve vendor and operational issues effectively
• Ability to integrate AI as necessary and relevant
• Analytical ability

Physical Requirements:

• Ability to sit, type, and work at a computer for extended periods
• Ability to lift up to 20 lbs.
• Ability to travel between buildings across campus
• Ability to stand and assist in dining operations when needed

Working Conditions:

• Pleasant office and Kitchen environment
• Frequent interaction with staff, residents, vendors, and leadership
• Movement between multiple dining venues across campus

Qualifications:

• AA or Bachelor's degree preferred
• Three or more years experience in related area or equivalent combination of education and experience preferred

Benefits and Perks:

• Career advancement
• Competitive salaries
• Comprehensive benefits package, including medical, dental, life and disability insurance
• Paid Time Off, Company Paid Holidays, 401K plan with matching contributions, and more
• Associate 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.