Food Purchasing Coordinator

Posting date: October 24, 2025

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001626SR

1. Job Type Full-time
2. Location Cambridge
3. School/Unit Harvard University Central Administration
4. Salary Grade 053
5. Job Function General Administration
6. FLSA Status Non-exempt
7. Term Appointment No
8. Union 55 - Hvd Union Cler & Tech Workers

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Job Description

The Food Purchasing Coordinator is part of the Harvard University Dining Services (HUDS) Procurement team supporting all dining and hospitality operations across campus. Reporting to the Manager of Procurement, this position is responsible for executing a wide range of tasks to ensure accurate, efficient, and timely acquisition of food and related items. The Food Purchasing Coordinator supports Food Pro menu management, POS functions, and supplier relationships with responsibilities evenly split between daily procurement functions and Food Pro activities.

Job-Specific Responsibilities:

The Food Purchasing Coordinator position is responsible, but not limited to, the following:

• Manage daily operations within Frood Pro and B-Trees, including system backup, startup, and data entry
• Enter and reconcile sales transactions for catering orders in Food Pro
• Generate and distribute required reports such as Local Cost Summaries (LCS), inventory analysis, pre- and post-cost reports, transfer detail analysis, and share results with relevant stakeholders.
• Send monthly HUDS small wares and uniform inventory report to Finance.
• Assist Food Pro users with inquiries and user access
• Assist in pulling Food Pro daily orders and reviewing supplier product changes
• Update ingredients and allergies as needed in Food Pro and make recipe updates as requested.
• Make menu changes in Food Pro and the “Core” menu as requested and perform menu maintenance and recipe maintenance for special events and during menu building.
• Update items in Food Pro for Agilysys POS as requested.
• Update Retail and Residential Chef’s Station Recipes as requested (typically weekly)
• Maintain the Food Pro database (i.e. removing unused/discontinued items, ingredient replacements, group set up, etc.) Including product changes provided by suppliers weekly.
• Update pricing for retail locations/Food Pro “calendars” and assist with pricing problems, invoice entry errors as requested by the AP Team
• Regularly review and update product nutritional information
• Provide essential operations support during major University events (e.g., Commencement, Reunions)
• Assist Business Application Manager and Procurement Manager with general administrative duties as needed.
• Professionally respond to procurement-related phone calls and emails.
• Assist buyer(s) in sourcing new products among existing suppliers/distributors.
• Set up new inventory items in Food Pro and add items to HUDS campus locations order guides.
• Attend internal professional development seminars and training.
• Attend supplier meetings as necessary.

Qualifications

Basic Qualifications:

• High School Diploma required, with three to five years of related experience in the field.
• Knowledge of food, beverage, ingredients, and supplier/distributor operations preferred.
• Experience in an academic and/or food service environment is highly desirable.
• Familiarity with accounting administration.
• Proficiency with automated accounting systems.
• Demonstrated excellence in communication, organizational, and teamwork skills.
• Strong attention to detail and the ability to consistently exercise discretion, independent judgment, and initiative.

Additional Qualifications and Skills:

• Associate’s or Bachelor’s degree preferred.

Additional Information

Standard Hours/Schedule: 40 hours per week

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity, Education, Criminal, Drug Test

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Work Format Details

This position is based on-site at a Harvard campus location. Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.