Administrative Assistant (WHWC)

Methodist Healthcare Ministries of S. Tx•San Antonio, TX

6d•$22 - $27

About The Position

The Administrative Assistant (Wesley Café) provides comprehensive administrative and operational support for the Wesley Café and the Administrative Services, Facilities & Safety Department. The role coordinates purchasing, invoicing, vendor relations, catering requests, scheduling, financial documentation, inventory management, and administrative processes that support efficient café operations and customer service. The position supports daily operations and serves as a liaison among café operations, Accounting, vendors, suppliers, and internal departments. It helps maintain financial records, support catering, monitor inventory, and process invoices, contracts, and expense documentation. The role exercises independent judgment in prioritizing work, coordinating food-service support, managing records, monitoring inventory, and resolving routine operational issues. Significant financial, contractual, compliance, or operational concerns are escalated to the Administrative Services Manager and Café leadership. The position works closely with the Administrative Services Manager, Café Chef and staff, Accounting Department, Administrative Services team, clinical and corporate staff, department leaders, and team members. It does not supervise others, but may provide guidance and coordination concerning established administrative procedures and café-related processes.

Requirements

High school diploma or General Education Diploma (GED).
Food Handler Certification required within 6 months of employment.
Valid driver’s license and ability to maintain auto liability insurance.
Three to five years of related administrative support experience, or an equivalent combination of education and experience.
Ability to read, understand, and follow instructions, correspondence, reports, policies, and procedures.
Ability to compose professional correspondence and communicate effectively with internal and external stakeholders.
Required proficiency with Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and internet and web-based applications.
Collaboration and teamwork, customer service orientation, organization and attention to detail, verbal and written communication, time management, problem-solving, professionalism and discretion, adaptability, flexibility, and ability to manage multiple priorities.
Knowledge of administrative support practices, purchasing and procurement, records management, vendor coordination, financial documentation and reconciliation, scheduling and logistics, inventory monitoring and supply management, and meeting coordination and event support.

Nice To Haves

Two years of college coursework in Business Administration, Office Administration, Executive Secretarial Science, or a related field.
Experience supporting food service, café, hospitality, retail, or purchasing operations.
Experience processing invoices, expense reports, purchasing records, and vendor documentation.
Bilingual English/Spanish proficiency.
Experience with point-of-sale systems or café management software.
Familiarity with the Revel point-of-sale system or similar café software, purchasing and expense management systems, and electronic file management systems.

Responsibilities

Coordinate administrative support activities, including correspondence, scheduling, records management, and office operations.
Manage purchasing documentation, invoices, contracts, vendor statements, company credit card reconciliation, and expense reports.
Support Wesley Café operations, including purchasing, inventory management, supply ordering, and vendor coordination.
Coordinate catering requests, food orders, deliveries, and customer inquiries.
Prepare, maintain, and reconcile financial records, reports, revenue documentation, and operational data.
Schedule meeting rooms, appointments, and travel arrangements, and provide Super Day support.
Assist with café operations, menu support, register coverage, and mini-café inventory as needed.
Monitor supplies and arrange equipment maintenance.
Conduct research, compile reports, transcribe meeting notes, and provide project support.
Perform other duties and special projects as assigned.
Escalate significant financial, contractual, compliance, or operational concerns to the Administrative Services Manager and Café leadership as appropriate.
Occasionally travel to stock satellite café locations, conduct bank runs, or support organizational activities.