Food Services Administrative Coordinator - Jobs in University of British Columbia (Okanagan campus), BC

Job Description

Staff - UnionJob CategoryBCGEU Okanagan Support StaffJob ProfileBCGEU OK Salaried - Support Services Assistant IIJob TitleFood Services Administrative CoordinatorDepartmentUBCO | Administration | Business OperationsCompensation Range$4,098.00 - $4,705.00 CAD MonthlyPosting End DateNovember 13, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateThis positions tentative schedule is Sunday - Thursday 10:00 am - 6:00 pm based on operational requirements.JOB SUMMARYThe Administrative Coordinator position provides administrative support for a complex nature for the Food Services department within Student Housing and Community Services. The Administrative Coordinator is responsible for the complex scheduling and payroll entry for all the Food Services employees, assists daily cash handling and invoicing, and other administrative supports to the Food Services leadership team.ORGANIZATIONAL STATUSReports directly to the Associate Director, Food Services. Works closely with payroll and human resources staff and interacts regularly with the Business Operations Administrator, Food Services management team, employees and other UBC departments as required.WORK PERFORMEDSchedules all food service employees campus wide:

• Creates master timesheet for all food services outlets for each term ensuring appropriate allocation of resources.
• Ensures master schedule adheres to principles of the Collective Agreement, governing agreements and UBC policies and practices.
• Responds to daily absences by conducting call-ins and reallocating employees as appropriate while maintaining principles of Collective Agreement, governing agreements and UBC policies and practices.
• Tracks and maintains accurate records of all changes.
• On-boards and maintains employee accounts and schedules across all scheduling platforms.
• Creates and distributes documents and notices pertaining to departmental scheduling and vacations.
• Obtains vacation requests and scheduling restrictions and maintains impeccable records of all.
• Analyzes and maintains absentee records informing leadership as appropriate.

Performs payroll entry related duties for food services employees:

• Enters pay-related information, including:
  • Overtime
  • Statutory Pay
  • Shift Premiums
  • Hours worked (auxiliary)
  • Adjustments for vacation and sick time taken
  • Unpaid leave (sick and/or personal)

Assists with food service recruitment process:

• Provides assistance to leadership team with recruitment of Food Services employees, including pre-screening of applicant, scheduling interviews, booking rooms and performing reference checks.
• Supports onboarding and organizing operational materials.
• Assists with administrative aspects related to new employee orientation sessions.
• Tracks various qualifications requirements for Food Services employees including, but not limited to: Serving-it-right, Food Safe, Bullying and Harassment, Health and Safety and franchise specific training.

Provides oversight of daily cash handling and invoice processing:

• Receives and reviews daily cash outs from cashiers
• Maintains daily cash handling records
• First point of contact for Point of Sales trouble-shooting
• Processes invoices

Provides administrative support to Food Services leadership team:

• Responsible for Food Services general phone line and email inbox and redirects enquires as required.
• Orders office supplies on behalf of the department.
• Assists with general administrative support.
• Maintains on-going awareness of University and professional policies and practices.
• Interprets policies as it relates to the responsibilities of the position and redirects as appropriate.

Assists with food service menu updates:

• Updates menu items and menu schedules as required.

Perform other related duties as assignedCONSEQUENCE OF ERRORMust exercise considerable judgement within tight deadlines based upon a thorough knowledge of the Collective Agreement, and UBC policies and procedures. The schedule is very detailed and perpetually changing. Errors in scheduling could result in direct financial loses to an ancillary department. Financial risk associated with prioritizing of tasks and quick decision making in carrying out duties. Incorrect decisions/judgements will directly affect the department’s reputation.SUPERVISION RECEIVEDThis position reports to the Associate Director, Food Services.SUPERVISION GIVENNo supervision of staff.QUALIFICATIONSHigh school graduation, plus a minimum of two years post-secondary education and over two years related experience or a combination of education and experience is required. Ability to work independently within a team environment. Demonstrated strong interpersonal skills, planning and independent problem-solving andQuick Apply

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