Administrative Assistant (WHWC)

Role Overview & Responsibilities

Position Summary

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.

Scope and Impact

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.

Decision Making Authority

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.

Interactions / Working Relationships

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

Essential Duties and Responsibilities

• 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%).

Supervisory or Leadership Responsibilities

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.

Qualifications

Minimum Qualifications (Required)

• 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

Preferred Qualifications

• Two years of college coursework in Business Administration, Office Administration, Executive Secretarial Science, or a related field
• Experience supporting food service, café, hospitality, retail, or purchasing operations
• Experience processing invoices, expense reports, purchasing records, and vendor documentation
• Bilingual English/Spanish proficiency
• Experience with point-of-sale systems or café management software

Knowledge, Skills, and Abilities (KSAs)

Soft Skills

• Collaboration and teamwork
• Customer Service Orientation
• Strong organization and attention to detail
• Effective verbal and written communication
• Time management
• Problem-solving
• Professionalism and discretion
• Adaptability and flexibility
• Ability to manage multiple priorities

Technical and Functional Skills

• Administrative support practices
• Purchasing and procurement processes
• Records management
• Vendor coordination
• Financial documentation and reconciliation
• Scheduling and logistics coordination
• Inventory monitoring and supply management
• Meeting coordination and event support

Language Skills

• Ability to read, understand, and follow instructions, correspondence, reports, policies, and procedures.
• Ability to compose professional correspondence and communicate effectively with internal and external stakeholders.
• Bilingual English and Spanish preferred but not required.

Technology and Tools

Required

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Internet and web-based applications

Preferred

• Revel point-of-sale system or similar café software
• Purchasing and expense management systems
• Electronic file management systems

Work Environment and Physical Demands

Typical Work Setting

• Office and café environment
• Frequent interaction with staff, vendors, visitors, and customers

Travel Expectations

• Occasional travel to stock satellite café locations, conduct bank runs, or support organizational activities

Physical Requirements

• Frequent sitting, standing, and walking
• Bending, stooping, twisting, reaching, and lifting
• Ability to lift and maneuver up to 25 pounds
• Ability to work in both office and food-service environments

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