Vanderbilt University Administrative Assistant II - Campus Dining in Nashville, Tennessee

Administrative Assistant II - Campus Dining (Job Number: 1900042)


The Administrative Assistant is part of the Campus Dining team within the division of Administration at Vanderbilt University and is a key individual contributor responsible for performing a variety of administrative and staff support duties for Dining, which require a range of skills and knowledge of organizational policies and procedures. The Administrative assistant reports to Dining Leadership and has interactions with staff, students, faculty, and external entities on a regular basis. This position will be trained in Cbord, Campus Dining’s menu management system, and will be responsible for ensuring the data in the system is up to date for their assigned operation based on departmental standards. The Administrative Assistant will assist the location’s management in basic administrative tasks related to labor tasks and management.

Vanderbilt Campus Dining takes pride in the culinary creations served from our kitchens. Our Dining program is highly decorated, the winner of many prestigious awards in the food service industry, including Best On-Site Food Service Operation in the Nation, Best Food Service Operator, the prestigious Ivy Award, and many more. We have 4 main dining centers, 10 restaurants and cafes, 6 convenience stores, and we employ over 300 employees.

Key Functions andExpected Performance:

  • Cbord Responsibilities

  • Production packets

  • Creates packets each day forall stations in operation to include; menu for the day, recipes and subrecipes station is responsible for producing that day, and productionpacket for that station.

  • Ensures that all packets areput into station’s corresponding folder bin the prior day by 1 pm

  • Collects all packets fromfolder bins for prior day

  • Recipes

  • Ensures that recipes areprinted and scaled according daily production sheets

  • If recipe changes are notatedon sheet, scans recipe and sends into central office so recipe can beupdated

  • If production info is changedfor station on day of production ensures that production packet isupdated with correct information

  • Ensures that recipes insystem are properly loaded each day so that NetNutrition is up to date

  • Data Entry

  • Ensures prior day’s data isaccurately entered into system NLT 1 pm the following business day

  • Follows up with Chefs if datais incomplete

  • Keeps production packet foreach station through the following fiscal month of day ofproduction

  • Menus

  • Ensures that forecasted guestcounts and acceptability factors for week are entered into system priorto printing production packets and follows up with Chef as needed

  • Works with Chef to ensuremenus for following week are forecasted NLT Thursday

  • Invoices

  • Processes all invoicesthrough Fusion next business day by 1 pm

  • Communicates with Chef andcentral office if issues with automatic download occurs

  • Communicates with Chef andcentral office if substitutions by vendor occur

  • Works with Chef and centraloffice to ensure that ingredients and vendor items in system areproperly linked

  • Assessments

  • Works with assessment team soinformation is available and accurate

  • Works with Chef andmanagement after assessment to ensure that updates to system occur intimely manner

  • Labor

  • Assists dining management withattendance tracking for up to 90 employees

  • Works with central office andmanagement team to ensure labor in system is current


This position does not have supervisory responsibility and reports functionally and administratively to Dining Leadership.

Education andCertifications:

  • High school diploma isnecessary.

  • Some college ispreferred.

Experience and Skills:

  • At least two years ofexperience as an Administrative Assistant is necessary.

  • Knowledge of supplies,equipment, and/or services ordering and inventory control ispreferred.

  • Ability to communicateeffectively, both orally and in writing is preferred.

  • Ability to gather data, compileinformation, and prepare reports is preferred.

  • Records maintenance skillsare preferred.

  • Ability to gather and analyzestatistical data and generate reports is preferred.

  • Ability to maintain calendarsand schedule appointments is preferred.

  • Database managementskills is preferred.

  • Ability to analyze and solveproblems is preferred.

  • Ability to create, compose, andedit written materials is preferred.

  • Organizing and coordinatingskills is preferred.

  • Knowledge of general accountingprinciples are preferred.

Key Characteristics of aSuccessful Team Member in this Work Unit:

  • Analytical &Detail-Oriented – Accuratelyassesses information and applies applicable law, policy and procedure.Considers the long term implications of actions today and advisesemployees appropriately. Even small mistakes can create big issues;attention to detail work indicates care about the outcomes.

  • Naturally Communicates – Readily shares information and is comfortableworking within a highly collaborative team. Communicates proactively.Understands that open communication and the sharing of knowledge isfundamental to the success of the team. Asks for advice, and considers itthoughtfully.

  • Reliable – Does what they say they will do, when they say theywill do it. Shows up for work when expected. Doesn’t push the burden ofwork volume or deadlines to others.

  • Resilient – Is resilient in the face of daunting challenges andsetbacks; bounces back readily.

  • Teamwork – Genuinely values teamwork and co-workers;make them feel valuable and important by acknowledging what they dowell. Doesn’t expect from others effort that one is unwillingto do themselves. Finds ways to acknowledge other’s strongsuits.

About Vanderbilt Benefits

In addition to offering a lively community that encourages learning and celebrates diversity, Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU BenefitsOverview at .

About Vanderbilt University

Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university’s students and faculty frequently cite Nashville and the surrounding area as one of the many perks of being a part of the Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #2 for “best quality of life” and “great financial aid,” #5 for “best run colleges” and “beautiful campus,” and #6 for both being in a “college city that students love” and having “great campus/city relations.”

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

Primary Location: United States-Tennessee-Nashville

Organization: 36541 - Kissam Kitchen

Job: Administrative / Office Support Supervisors, Leads, and Staff

Vanderbilt University is committed to principles of equal opportunity and affirmative action