Administrative Coordinator

Stella Maris • Lutherville, MD

3h

About The Position

Like the Sisters of Mercy before us, we witness God’s healing love for all people by providing excellent clinical and residential services within a community of compassionate care.
As a leader in eldercare for nearly 70 years, we are always looking for qualified people to join the Stella Maris team. Our team includes nurses, certified geriatric nursing assistants, social workers, chaplains, therapists and other caregivers and support staff. If you are interested in becoming a part of our highly committed team of employees, please consider applying today.
Administrative Coordinator- Dining Services- Full time
Paid time off (PTO) & company paid holidays
Tuition reimbursement
403(B) retirement plan with generous company match and “Catch Up” provision
Competitive health, prescription, vision and dental benefits
Discounts on auto & home insurance and Verizon plans
Pet Wellness coverage, legal assistance and identity protection
Mental Health resources and other employee related wellness opportunities through our Employee Assistance Program
Perks at Work - savings on favorite brands, travel, tickets, dining and more!

Requirements

• 2 years of experience preferred
• High School Diploma

Responsibilities

• Types all department correspondence, orders, and reports neatly and accurately to meet all deadlines. Maintains accurate and up-to-date personnel files and attendance records. Prepares vouchers and requisitions correctly as requested. Completes all copying for department as needed.
• Retains, maintains and reconciles requisitions, invoices and purchase orders for food orders, refreshment carts, and special events for monthly billing. Completes month-end documentation, which includes totaling of all invoices, account charges, department requisitions for accounting.
• Monitors and orders office supplies and stationery, assuring that supplies are available as needed.
• Distributes payroll checks bi-weekly according to dept. procedures.
• Answers telephone in a courteous manner, screens calls, and takes accurate messages.
• Accurately records all requisitions and receipts daily.
• Accurately enters all requisitions and stock received daily into the computer. Checks and verifies all invoices daily and prepares them for payment.
• Accurately fills nourishment orders for Nursing as needed, according to schedule.
• Assists with the set-up, service and cleanup of all catered events, refreshment carts, luncheons, etc. as assigned.
• Maintains schedules in the time and attendance system each pay period.
• Coordinates and supports all catering operations at an administrative and logistical level, including planning, communication with departments, staffing coordination, and post-event documentation.
• Supports recruitment efforts for Dining Assistants and other Dining Services roles, including posting job openings, coordinating interviews, preparing onboarding materials, and organizing orientation schedules.
• Maintains organized communication flow for the department, including announcements, huddle notes, memos, and departmental updates.
• Assists with compliance documentation and ensures accurate record keeping for labeling/dating logs, temperature logs, equipment audits, nourishment checks, and other regulatory requirements.
• Supports labor tracking and staffing operations by monitoring call-outs, updating staffing tools, communicating shortages, and assisting management with schedule adjustments.
• Monitors resident and nursing unit feedback, documents concerns, communicates issues to management, and assists with follow-up action.
• Coordinates departmental trainings and in-services, prepares sign-in sheets, maintains training files, and ensures required regulatory and departmental trainings are completed.
• Organizes and maintains departmental forms, digital files, shared drive resources, templates, and operational documentation to ensure accuracy and consistency.
• Serves as an administrative liaison between Dining Services and Nursing, HR, Community Services, Facilities, and Finance to support seamless workflows and communication.
• Assists with monthly inventory documentation, expense tracking, and preparation of reporting materials needed for accounting and leadership.
• Provides operational assistance during peak periods, special events, emergencies, or staffing shortages as assigned by management.

Benefits

• Paid time off (PTO) & company paid holidays
• Tuition reimbursement
• 403(B) retirement plan with generous company match and “Catch Up” provision
• Competitive health, prescription, vision and dental benefits
• Discounts on auto & home insurance and Verizon plans
• Pet Wellness coverage, legal assistance and identity protection
• Mental Health resources and other employee related wellness opportunities through our Employee Assistance Program
• Perks at Work - savings on favorite brands, travel, tickets, dining and more!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees