Dining Coordinator, Senior

Location: Road Scholar

Regular/Temporary: Regular

Job ID: 608149

Full/Part Time: Full-Time

Workplace Culture

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.

https://nau.edu/president/strategic-plan/

Special Information

• This position is posted as Dining Coordinator, Senior, which is a working title. The NAU system title for this position is Events Coordinator, Senior.
• This position is an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.

Job Description

The Road Scholar program is a robust educational travel business where managing the booking, negotiation and ongoing coordination of vendors for our program dining is an integral part of operations and has a significant impact to the participants satisfaction of their travel program experience.

The Dining Coordinator works with over 100 distinct restaurants where relationship establishment and maintenance are critical. This position is responsible for:

• Program itinerary review, menu planning, dietary requirements, group size considerations, event details, price negotiation and payment oversight are a weekly duty for programs.
• Managing updating booking information in our proprietary database including uploading supporting documentation of the confirmed bookings.
• Alerting program coordinators about any dining issues and offers solutions for our approximate 175 program start dates per year for 28 unique itineraries and about 60 event meals per week.
• Serves as liaison with vendors to create and request bookings, negotiating, and working with purchasing and contracting to obtain signed Memorandums of Understanding or contracts with our vendors.
• Serves as vendor resource for our 30+ field staff while they are out in field on the program and supports them by helping to resolve dining issues during programs.
• Works with Road Scholar Accounting team to set up purchase orders as needed and confirm invoices.
• Conducting post event critical review of participant evaluations to make dining venue changes recommendations as needed, communicate issues to the Director and Program Coordinators and communicating feedback to vendors and working with them to find ways to improve our experience.
• Effectively utilizes spreadsheets for tracking various stages to the contracting and follow-up process
• The position supervises a student worker who aids in these duties. Helps coordinate and support all phases of dining related planning to promote and maintain stakeholder engagement.

The National Road Scholar office requires us to achieve superlative evaluations to be part of their network and this position has that bottom line responsibility.

Vendor Relations - 25%

• Negotiate with Vendors for best pricing which assures our quality standards for food and service, set menu selections, determine special menu items for dietary restrictions, book dining times for each program, obtain confirmation of bookings. (6-8 months out)
• Obtain signed MOU's and work with the Purchasing service team to facilitate the process of submitting contracts for approval and setting up purchase orders. Ensure payment methods are clearly established
• Confirm bookings, with correct number of participants/staff, and confirm dietary needs with vendor prior to program start and make changes as needed.
• Review program evaluations and provide on-going participant evaluation results back to vendor to continually improve quality of the dining experience. Work with vendors to find ways to solve problems.
• Research new venues and make recommendations to Director and Program manager where improvements are needed to improve quality of dining experience for participants.

Manage Program Dining Schedules - 25%

• Work with program coordinators for program dining needs and provide recommendations as needed for vendors, dining options, timing or group overlap for 28 unique program Itineraries and over 175 program starts.
• Set deadlines with Program Coordinators for when they need to have each program date schedule complete for dining review.
• Ensure Dining information is correct on the Participant Schedules and Roadmap database.
• Communicate with Program leaders and managers for successful program completion.

Maintain Department Records and Data Bases - 20%

• Accurate record keeping in Roadmap Database for 100+vendors, 28 itineraries and over 175 start dates per year.
• Manage tracking of when booking, PCR's and BEO's are due to each vendor.
• Track and manage service tickets.

Operational Support - 15%

• Integral member of the Operations Team supporting operational decisions and needs. Provides valuable insight into vendor operations and impacts on other parts of the program itineraries.
• Direct program support for operations including helping with overall program material review and readiness, supporting Operations manager with other tour and hotel vendors processes as needed, transportation support, other operational projects as needed and may also serve as program assistant or leader in the field for programs. (2-3 year).

Student Supervision - 10%

• Supervises student worker to support the Dining function including coaching on proper business etiquette in written and verbal communication, monitoring accuracy of their work and providing projects to support overall operational needs of the program.

Other - 5%

• Other duties as assigned.

Work Environment

Driving vans as needed, occasional travel if working on programs in the field. Some light lifting of program materials (paperwork, empty ice chests, water coolers).

Minimum Qualifications

• Associate or bachelor's degree.
• 3-5 years of relevant experience.
• Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

• Experience reviewing and negotiating contract terms and conditions.
• Experience with Roadmap Database.
• Experience with NAU Purchasing Service Tickets.
• Demonstrated ability to manage multiple and rapidly changing priorities.
• Demonstrated knowledge of the Road Scholar Program offerings.
• Knowledge of the geography of the Southwest, particularly the Colorado Plateau.
• Clean Driving record, experience driving vans.

Knowledge, Skills, & Abilities

Knowledge

• Advanced knowledge of event planning tools, processes, and policies.
• Knowledge of processes for engaging and recording feedback from event attendees.

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• TEAMS
• Adobe Acrobat Pro
• Planning, organizing, coordinating, and facilitating skills.
• Event planning skills.
• Customer service skills.

Abilities

• Analyzes non-routine situations and anticipates issues.
• Verbal and written communication skills
• Demonstrates strong problem solving, organizational, and analytical capabilities.
• Balances competing priorities.
• Communicates effectively.
• Promotes a diverse, inclusive environment.

Driving Requirement

Driving a vehicle on behalf of the university is anticipated to be a possible part of this position. Arizona Administrative Code Fleet Safety Policy requires all employees who drive on university business become authorized by submitting Driver's license information for driving record monitoring, and completion of training appropriate to the level of driving performed. The law applies to all faculty, staff, and students who drive personal or university-owned motorized vehicles for any business purpose. More information on the https://nau.edu/university-policy-library/motor-vehicle-use-for-university-business/ can be found on the NAU website.

Background Information

Northern Arizona University requires satisfactory results for the following: a criminal background investigation, an employment history verification and a degree verification (in some cases) prior to employment. You may also be required to complete a fingerprint background check. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an https://in.nau.edu/police-department/annual-security-and-fire-safety-reports/. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the https://in.nau.edu/police-department/annual-security-and-fire-safety-reports/ is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary

Anticipated salary range is $47,634 - $59,542. Annual salary commensurate with candidate's qualifications and related experience.

FLSA Status

This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time worked.

Benefits

This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the https://in.nau.edu/Human-Resources/Benefits/. Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees arehttps://in.nau.edu/human-resources/benefits/ on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. https://in.nau.edu/human-resources/orientation/ includes courses to be completed within the first 30 days.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Application Deadline

November 18, 2024 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the https://in.nau.edu/human-resources/or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, http://[email protected], or PO Box 5633, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

https://in.nau.edu/Human-Resources/Posters-Required-by-Law/

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.

To apply, visit https://apptrkr.com/5768482

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