Food Service Administrative Coordinator

About the role

Reports to the Director of Procurement in the Procurement department. FLSA status: Part‑Time, Non‑Exempt, Non‑Union, Hourly.

The Food Service Administrative Coordinator provides administrative and operational support for Campus Dining & Shops’ food service systems and procurement processes. This position is responsible for maintaining food service databases, managing vendor and product information, updating pricing and recipes, processing requests, preparing reports, and assisting with invoice processing and other system‑related functions. The role also supports data accuracy, system maintenance, and communication with operational units to help ensure efficient and accurate food service operations. Additional administrative, clerical, and data entry responsibilities may be assigned by management as needed.

Schedule

Typical schedule is 9:00 am–2:30 pm, Monday through Friday.

Responsibilities

• Process new item requests within the food service database and establish vendor items.
• Manage substitute items to ensure orders can be received and processed accurately within the database.
• Activate and deactivate vendor items as needed.
• Delete, reopen, and update requisitions as required.
• Enter, maintain, and update recipes within the food service system.
• Update product pricing to reflect current costs and vendor information.
• Assist with invoice receipt and processing as needed.
• Track and maintain out‑of‑stock item reports.
• Generate inventory reports and assist with related reporting needs.
• Maintain database information related to sustainability labeling.
• Identify, troubleshoot, and resolve food service database issues, escalating problems when necessary.
• Communicate professionally and promptly with operational units regarding database updates, product information, and system‑related issues.
• Perform general administrative duties, including data entry, filing, record retention, document organization, and records purging in accordance with applicable procedures.
• Perform other administrative, clerical, and data entry duties as assigned by management.

Requirements

High school degree or higher.

Qualifications

• Minimum of 1 year professional clerical experience (accounting office preferred).
• Exceptional communication skills and detail‑oriented.
• Ability to effectively motivate and train employees with positive results and work in a team environment.
• Excellent time management skills to meet deadlines and provide advanced planning.
• Strong computer skills including spreadsheets, word processing, desktop publishing, e‑mail, Internet research, and multimedia.
• Ability to adapt to change, willingness to adapt and make process efficiencies.

Work environment

This position operates in a professional office environment and routinely uses standard office equipment such as computers, photocopiers, phones, filing cabinets, and fax machines.

Physical demands

• Good visual acuity for reading reports, computer work, etc.
• Ability to lift, bend, reach, and perform other physical demands of the position.
• Ability to walk and stand for up to 4 hours per day.
• Ability to sit at a desk and perform computer work for up to 8 hours per day.

Licensure & certification

None required.

Travel

None required.