The Culinary Team at HCZ works to transform how the community engages with food—through improving our nutrition environment and thinking more sustainably about what we eat through hands-on nutrition education in the garden and the kitchen, in the classroom and the boardroom.
Transforming what we eat is crucial to HCZ's larger missions—in the classroom, the future and beyond. The better we eat, the better we learn and the better we live. So, join us as we create a community of educated eaters.
We are seeking a master multi-tasker with excellent communication skills and an upbeat attitude. The candidate should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and being a helpful and positive presence in the workplace.
For more information, check out Want to Work at Harlem Children's Zone? Here's 7 Things You Need to Know.
Requirements
Minimum Qualifications
Who You Are
- The ideal Admin to the Culinary Department finds a balance between getting input and taking on tasks independently that will benefit the program. Over time, they should do more and more themselves (consulting as needed)
- Managing up - Taking initiative and lead on projects that have been vetted and discussed
- Understanding the mission of the culinary department and the food service industry. This expertise provides the ability to make better decisions, and offer better advice
- Seeks out trainings that would better support the position and the culinary department various positions
What You'll Do
Office Administration
- Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
- Sort incoming mail and deliveries for distribution, arrange for returns
- Managing Catering system - Checking with Mgmt. every Tuesday and Thursday to follow up with incoming catering request for approval before approving.
- Prepare and send outgoing mail and parcels
- Forward incoming general e-mails to the appropriate staff member, immediately when they arrive
- Forward voice mail from the general mailbox to the appropriate staff member
- Purchase, receive and store the office supplies ensuring that basic supplies are always available. Develop and Maintain par sheet and track usages. Take inventory when at perspective sites for each day
- Update and file records according to the established procedures
- Back-up files using proper procedures, Sharepoint
- Check with Management every Monday for content for the newsletter. Update and maintain content for Newsletter
- Uploading and maintaining digital content for serving line TVs, Daily
- Provide secretarial and administrative support to Director/Exec Chef
- Work with Director and Mgmt. Team to brainstorm trips, travel, meetings and other arrangements for the culinary team
- Coordinate the maintenance of office equipment and kitchen equipment for both kitchens. Including fixing equipment, extermination, etc... Get all the information from team members to better explain the problem to the service company. This is to be done as soon as made aware of the issue
- Work with Mgmt. Team to prepare and send our informational content (recipes, menus, training materials, HR docs. Etc...) Via email to the kitchen team
- Maintain Filing systems at both Kitchens, invoicing, staffing folders
- Draft minutes of team meetings for review by the Director and MGMT
- Assist in training materials, digital presentations as presented
- Keeping NYC Dept. of Health Permits up to date. Tracking expiration dates and collecting required documents for renewal from Human Resources. Update reminders in Calendar, request support Workers Comp and Disability docs from HR
- Sending Weekly updates on Friday to the Whole Organization with next week's menu and highlights from the menu. (For example, Beef Paprikash, what is it, where is it from, origin, taste, etc...)
- Firmness - not afraid to say "no" to others if something isn't a top priority for the team
- Manage Directors schedule and keep on track
Management of Employee Documents
- File Absentee notices and documentation
- Maintain Tardiness/Absentee tracking system
- Collect all Time off Request sheets, present for approval and enter into calendar
- Maintain team contact information and disperse new list to the team via hard copy and email. Notify to with a text
- Update corrective action files sent by management in each employee's digital file
- Maintain and track weekly staffing chart, sent out Tuesday Mornings before 10am
- Staff Requests - Entering and supplying information to HR in regard to pay inquiries, 403b, transit, PTO, notify MGMT
Assist with Financial Management
- Prepare invoices and financial statements, scan, process and file invoices weekly
- Code and file financial material according to established records management procedures
- Process accounts payable ensuring timelines and accuracy of information
- Contact vendors for WEEKLY for billing inquiries
- Assist with financial reports as required
Hiring and Onboarding Process
- Contact local colleges and training programs to develop relationships for new staff and internships
- Track hiring process with HR - WEEKLY
- Update Mgmt. on when new hires are starting
- Prepare and stage at both sites a FULL employee packet. Complete binder, with Note pads, pen, marker, pocket thermometer. Hat, Shirts, Apron compiled together
- Administer tests to new team members
Special Projects
- Maintain café bulletin boards. Update with current trends, facts, menus, etc
- Moral boosters for Kitchen team, button making, Employee of the 1/4 etc
Schedule
- Office Schedule: Every Monday, Weds, Friday - 245, Every Tues and Thursday - 35. The culinary team will be made aware of your schedule so you can assist with absentee requests or HR matters.
Benefits
Benefits
As a member of the Harlem Children's Zone team, you will join a supportive and inclusive community dedicated to helping children, families — and our staff — thrive. We offer highly competitive salaries, a comprehensive benefits package, and opportunities for growth.
Our exceptional full-time benefits include:
- Highly competitive base salaries
- Paid time off
- Employee referral bonus
- Career advancement
- No-cost health insurance
- Life Insurance
- Short-and long-term disability
- Additional voluntary benefits
- Wellness discounts
- Commuter benefits
- Financial wellness perks
- Additional Benefits (Discounts on flights, hotels, theme parks, concert tickets, and more.)
