Cafeteria Administrative Coordinator

Description

At St. Rose, we believe that “we are always learning.” Our belief is inspired by the great artist Michelangelo, who at the dawn of his very accomplished life, wrote that he believed he still had so much more to learn. At the heart of our core values is the belief that every member of our community is a learner and no matter how young or old you are, or how much education you might have, we all have much more to learn. Learning allows our minds and souls to be set free to discover what is true, beautiful, and good in the world. This is the essence of an excellent Catholic education and as we are reminded by St. John Paul II, “this transmits a comprehensive vision of life…that liberates students in the most profound meaning of human freedom,” (Address to US Bishops May 30, 1998). 

The Cafeteria Administrative Coordinator is responsible for the administrative, documentation, reporting, and regulatory compliance functions of the school food service program at St. Rose of Lima Catholic Academy. This part-time position ensures that all required records, paperwork, reporting, and documentation related to federal, state, and local child nutrition programs are accurate, organized, and submitted within established deadlines.

The Cafeteria Administrative Coordinator serves as the primary administrative contact for school nutrition program compliance, working in coordination with the Colorado Department of Education (CDE), school administration, and the Head Chef. Responsibilities include maintaining required program records, preparing for administrative reviews and audits, monitoring meal count documentation, supporting budget and purchasing records, and ensuring the school meets applicable USDA and state requirements.

This position does not oversee daily cooking, food preparation, or kitchen cleaning. Instead, it provides the administrative oversight necessary to ensure the school food service program operates in compliance with all applicable requirements.

This is a Part-time position without benefits, and the hourly wage will be determined by experience and skill set.

Applications will be accepted until November 16, or until the position is filled.

Requirements

USDA and State Program Compliance

• Maintain administrative oversight of the school's participation in the National School Lunch Program (NSLP), School Breakfast Program (SBP), and other applicable child nutrition programs.
• Ensure required USDA, Colorado Department of Education, and local documentation is maintained accurately and submitted on time.
• Monitor compliance with applicable federal and state regulations governing school nutrition programs.
• Maintain documentation related to Provision 2 and/or Community Eligibility Provision (CEP), as applicable.
• Coordinate required communications and submissions with the Colorado Department of Education.
• Monitor program deadlines, reporting requirements, and regulatory updates.
• Ensure required policies, procedures, and records are maintained and accessible for review.

Documentation, Reporting, and Recordkeeping

• Maintain accurate and organized records related to daily meal counts and program participation.
• Review meal production records and supporting documentation provided by the Head Chef.
• Maintain records related to menus, food purchases, inventory, and meal service as required by program regulations.
• Prepare and submit required monthly, quarterly, and annual reports.
• Maintain documentation related to food safety, sanitation, temperature logs, and HACCP procedures, as applicable.
• Organize and maintain records required for federal and state reviews, audits, and inspections.
• Ensure records are retained according to applicable federal and state requirements.
• Maintain an organized filing and recordkeeping system, including electronic documentation.

Administrative Reviews and Audits

• Coordinate preparation for USDA and Colorado Department of Education Administrative Reviews.
• Gather and organize required documentation for audits, inspections, and program reviews.
• Serve as the primary administrative point of contact for requests related to school nutrition program documentation.
• Track corrective actions and follow-up requirements resulting from reviews or inspections.
• Work with the Head Chef and school administration to address documentation gaps or compliance concerns.
• Communicate potential compliance issues to school administration in a timely manner.

Financial and Purchasing Documentation

• Maintain administrative records related to food service expenditures, purchases, and vendor invoices.
• Assist with monitoring cafeteria budgets and tracking program expenses.
• Maintain documentation of food and supply orders, invoices, and receipts.
• Reconcile purchasing records and meal program documentation as needed.
• Coordinate with school administration and the Head Chef to ensure food and supply orders are properly documented.
• Assist with reviewing program costs and identifying opportunities to improve efficiency.

Communication and Collaboration

• Work closely with the Head Chef to ensure accurate and timely collection of required meal service and food production documentation.
• Communicate regularly with school administration regarding program compliance, reporting deadlines, and operational needs.
• Coordinate with the front office regarding student meal eligibility information and applicable program records.
• Maintain professional communication with the Colorado Department of Education and other relevant agencies.
• Support the effective administration of the school nutrition program and contribute to the mission and values of St. Rose of Lima Catholic Academy.

Qualifications

• Strong knowledge of administrative recordkeeping, reporting, and compliance practices.
• Familiarity with USDA child nutrition programs, including NSLP and SBP, preferred.
• Knowledge of federal and state school nutrition regulations or the ability to develop this knowledge through training.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple deadlines and maintain accurate records.
• Proficiency with Microsoft Office, Google Workspace, spreadsheets, and electronic recordkeeping systems.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively with school administration and food service personnel.
• Commitment to supporting the mission and values of Catholic education.

Education and Experience

• Associate's or bachelor's degree in business administration, accounting, nutrition, public administration, or a related field preferred.
• Relevant administrative experience may be considered in place of a degree.
• Previous experience with school nutrition programs, government reporting, compliance, accounting, or administrative operations preferred.
• Experience working with USDA or state-funded programs is beneficial.

Certifications and Professional Development

• USDA School Nutrition Program training or certification preferred.
• School Nutrition Association (SNA) certification or equivalent training preferred.
• Willingness to complete required USDA, Colorado Department of Education, and school nutrition compliance training.

Physical Requirements

• Primarily office-based work with occasional visits to the kitchen and cafeteria.
• Ability to sit and work at a computer for extended periods.
• Ability to organize and maintain physical and electronic records.
• Occasional movement of files, documents, and office materials.