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-relat...