Food Service Administrative Coordinator

University at Buffalo Campus Dining & Shops; Buffalo (NY); On-site; USD 21,000 - 30,000; Part time

Job summary

The University at Buffalo Campus Dining & Shops is seeking a part-time Food Service Administrative Coordinator to support procurement systems, vendor data, pricing updates, and reporting. The role emphasizes data accuracy, system maintenance, and timely communication with operational units.

Typical hours are 9am–2:30pm, Monday through Friday, with responsibilities including processing requests, updating recipes and pricing, and assisting with invoice handling in a professional office setting.

Qualifications

• At least 1 year clerical experience; accounting office preferred.
• Strong communication and detail orientation.
• Able to motivate and train staff; works well in a team.
• Excellent time management to meet deadlines.
• Proficient computer skills including spreadsheets and email.

Responsibilities

• Process new item requests and establish vendor items.
• Manage substitute items to ensure accurate orders.
• 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.
• Communicate updates with operational units regarding database updates.
• Perform general administrative duties and record retention.

Skills

Communication skills

Detail oriented

Time management

Team collaboration

Microsoft Office

Education

High School Diploma

Tools

Spreadsheets

Word processing

Desktop publishing

Email

Internet research

Multimedia

Job description

Position Summary 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.

Brief Description

Job title Food Service Administrative Coordinator

Reports to Director of Procurement

Department Procurement

FLSA Status Part-Time, Non-Exempt, Non-Union Hourly

Position Summary 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.

Expected Hours of Work Typical schedule is 9am-2:30pm Monday through Friday

Essential Functions

• 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.

Education and Training High School Degree or higher.

Desired Qualifications

• Minimum of 1 year professional clerical experience, in an accounting office preferred
• Must have exceptional communication skills and be 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. This role routinely uses standard office equipment such as computers, photocopies, phones, filing cabinets, fax machines etc.

Physical and Mental Demands

• Good visual acuity for reading reports, computer work, etc.
• Ability to lift, bend, reach, and any 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.

Campus Dining and Shops is committed to ensuring equal employment opportunities without regard to an individual's race, color, national origin, sex, religion, age, disability, gender, pregnancy, gender identity, gender expression, sexual orientation, predisposing genetic characteristics, marital status, familial status, veteran status, military status, domestic violence victim status, or criminal conviction status. Employees, students, applicants or other members of the University community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely based upon a protected characteristic. Campus Dining and Shops policy is in accordance with federal and state laws and regulations prohibiting discrimination and harassment. These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as Amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law. These laws prohibit discrimination and harassment, including sexual harassment and sexual violence.