Catering Production - Administrative Coordinator

BLANK AST 3 (004722)

UCPath Position ID: 40085407

Position Description History/Status

Approved Date:

2/27/2025 1:05:38 PM

Date Last Edited:

2/27/2025 1:05:32 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

319400 - CATERING PRODUCTION

Position Details

UCPath Position Number:

40085407

Position Description ID

235662

UC Payroll Title:

BLANK AST 3 (004722)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

0.5

SUPERVISION

UCPath Reports to Position Number:

40061654

Reports to Payroll Title:

EVENTS SUPV 2

UCPath Department Head Position Number:

40040346

Department Head Payroll Title:

ADMIN MGR 2

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

The Catering Administrative Coordinator is responsible for providing administrative, financial, and personnel support to the Catering Production management team. Major duties include but are not limited to, managing staff scheduling and payroll, invoice processing, food and equipment inventory management, vendor relations, handling of customer and team-member inquiries, and generating reports necessary for the department's productivity and efficiency. The Catering Administrative Coordinator provides top-notch customer service to diverse audiences over the phone and in person. The incumbent prepares and processes routine correspondence including memos, letters, spreadsheets, policies, and standard operating procedures.

UCLA Catering provides catering services at the Luskin Conference Center, Housing & Hospitality meeting and event spaces, and locations around the greater UCLA campus. The department produces over 15,000 events a year. Available services range in size and scope from the UCLA Coffee Service to large-scale, VIP gala events.

UCLA Catering is a no-tipping environment.

Administrative and Office Coordination

 • Follow up on event orders including addressing client inquiries, communicating revisions and updates from the sales office to the production team, and working with vendors to successfully execute events and deliveries

 • Coordinate and liaise with the catering sales team to distribute event orders, menu pricing, proposals, and equipment and food item inventory

 • Review all event details in the sales system, including menu selections, to provide appropriate staffing for events and deliveries

 • Answer busy multi-line phone and manage incoming information, client inquiries, concerns, and feedback on a case-by-case basis

 • Determine appropriate referrals or responses for routine calls or emails

 • Assist department management with scheduling meetings, training, and appointments

 • Exercise clear communication skills, including active listening and verbal communication, with clientele, team members, and vendors that ensures a balance in speed of service with respect and hospitality

 • Prepare, monitor, and update operational procedure manuals or processes for senior management review and distribution

 • Utilize a myriad of computer programs at an expert level to prepare statistical documents, reports, and correspondence

 • Order and maintain office equipment and supplies

 • Maintain an organized file system both manually and electronically

 • Maintain effective, professional, and cooperative working relationships with colleagues, managers, administrators, vendors, and a diverse public on an ongoing basis

 • Utilize body language such as eye contact, facial expressions, gestures, and posture that reflect an outgoing, friendly, attentive, responsive, and professional demeanor

 • Prioritize projects to ensure completion by established deadlines and perform other duties as assigned

 • Drive licensed electric carts and UCLA vehicles for meetings, site inspections, event execution, etc.

40%

Accounting and Inventory Management

 • Complete accounting functions for the department including invoices, purchases, PAC orders, inventory controls, client billing, etc.

 • Perform tasks including invoice entry, auditing, and editing of information input to the computerized food production system and purchasing and accounting systems

 • Collect, input, reconcile, and edit all purchase information from vendor invoices and transfer sheets daily into the food production system

 • Review additions and extensions for accuracy

 • Make adjustments to ensure prices reflect current bids and costs

 • Verify the signatures of both the receiving and authorizing manager are on each invoice and transfer sheet

 • Assign the appropriate full accounting units and blanket order numbers to each invoice

 • Verify that the low-value orders do not exceed the maximum allowed amount

 • Create a summary sheet to document invoices submitted for payment

 • Input invoices into the PAC system after they have been processed through the food production system

 • Write the assigned order number on the invoice

 • Send invoices to General Accounting and make copies and file for office records

 • Verify credit invoices with the original debit invoices. Obtain necessary signatures and submit to General Accounting for processing

 • Review data for accuracy, research, and resolve problems by making the necessary adjustments

 • Participate in the fiscal closing process and ensure all items are completed by the campus and department deadlines

 • Review and request food and nonfood blankets as needed and at year-end. Enter requisitions into the PAC system. Enter Purchase OrderRequisitions into the PAC system. Monitor the status of blankets and PO's

 • Assist department management and accounting team with monthly variance reports and recommend changes to Catering budgets to improve the efficiency and cost-effectiveness of the operation

 • Work with UCLA Accounting, UCLA Travel, UCLA Purchasing, and human resources to ensure compliance with current UCLA policies and procedures. Train and inform other departmental staff of any updates, changes, etc.

35%

Personnel and Payroll Management

 • Review and correct all payroll edits in the Kronos timekeeping system to meet daily, weekly, and biweekly deadlines set by management and system requirements

 • Accurately report all time including, sick, vacation, jury duty, and blood donor

 • Assist Management with appropriate paperwork to ensure that hiring, terminations, promotions, and reclassifications are conducted accurately and timely

 • Coordinate with HR to schedule fingerprinting appointments for new hires

 • Assist Management with the preparation of reports that track all labor expenses

    ◦ a. Prepare and update a master employee spreadsheet identifying employees by classification, including pay rate, date of hire, and other relevant data as required

    ◦ b. Prepare various payroll-related reports for management as requested including overtime reports identifying team members' hours worked

    ◦ c. Print, review, and distribute punch detail reports

 • Maintain a  work environment consistent with the handling of confidential departmental and employee information

 • Record the training hours of the Production team and provide information for reporting of total training hours conducted by the department

 • Order, inventory, and distribute uniforms to Production team members and create name tags as needed

25%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Proficient skill using standard business software (e.g. Microsoft Office Suite) and hospitality sales software (e.g. Delphi)

Required

Ability to collaborate with colleagues and work cooperatively as part of a team

Required

Ability to engage with diverse populations in a respectful and culturally responsive manner

Required

Ability to diagnose and troubleshoot problems, recommending or implementing solutions and following through to completion

Required

Ability to prioritize assignments and make appropriate adjustments despite changes in workload and competing deadlines

Required

Ability to work efficiently under conditions of a fluctuating work load with frequent interruptions and distractions

Required

Skill in performing basic bookkeeping transactions

Required

Skill in writing grammatically correct business English, such as reports, memos, and other routine correspondence

Required

Skill in operating a 10-key calculator by touch

Required

Skill in analyzing operating procedures and recommending necessary changes consistent with accepted practices and policies

Required

Ability to encourage and motivate individuals to work together to achieve department's goals and objectives

Required

Ability to maintain confidentiality in the work environment and use discretion when interacting with others

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

Drive University vehicles, such as electric carts and vans

Required

Evenings, weekends, holidays, and overtime based on departmental needs

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Luskin Conference Center

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.