Program Administrative Assistant

Program Administrative Assistant

This role supports our mission “to provide basic and necessary services to those unable to meet their primary needs of food, clothing and household goods.”

This position reports to the Executive Director, Food Pantry Manager, and Program Communications Coordinator. This is an on\-site, non\-remote role.

The role of our Program Administrative Assistant hinges upon being detail\-oriented, highly organized, and able to communicate clearly and compassionately with our team, volunteers, vendors and clients. This role directly supports staff and helps ensure our operations run efficiently and with care. We rely on the administrative assistant to be proactive, dependable, and comfortable managing multiple responsibilities while maintaining accuracy and strong follow\-through in a fast\-paced, service\-driven environment.

ESSENTIAL FUNCTIONS / RESPONSIBILITIES:

Daily Operations of Food Pantry include but are not limited to;

● Supporting The Food Pantry Manager

• Food inventory to food ordering
• Supports Food Pantry compliances, processes and scheduling.
• Facilitate communications/orders/pick\-ups/drop\-offs with Food Vendors and Donors ( including but not limited to Greater Boston Food Bank, local grocers etc)
• Authorized driver of Charity Guild vehicle (if employee has a license that qualifies)
• Schedule/check\-in with volunteers and post daily volunteer lists / updates and provide letters confirming completed community service hours as needed etc.
• Client Support
• Call and maintain senior citizen and homebound delivery client lists.
• Support delivery reporting
• Compile/report all food purchased and donated
• Schedule/coordinate vendors including maintenance vendors
• Need to be on\-site to meet and greet and oversee vendors
• Monitor supply stock and place orders as needed
• Produce program calendars and other printed materials

Daily Administrative Responsibilities

include but are not limited to;

• SupportingTheExecutive Director and Program Communications Coordinator
• Maintain good relationships with community partners, vendors and subcontractors ( i.e. bookkeeper, snow removal, plumber, electrician etc.)
• Share info with the bookkeeper as needed.
• Join BAHN network calls and support our collaborative client intake initiatives.
• Greet visitors at the office and answer phones, respond to emails.
• Prescreen employee and volunteer candidates / CORI process
• Onboard new employees and volunteers (including providing and completing all materials)
• Ensure all office equipment is functioning properly / schedule equipment maintenance and schedule facility cleanings with outside vendors.
• Pull/compile/file necessary reports and applications
• Prepare / Send / Pick\-Up mail.
• Support data entry and acknowledgements
• Conduct client intake process
• Assist client liaisons on intake process / guidelines / software
• Participate in and maintain cleaning responsibilities
• Support event planning, outreach and production
• Including registration, check\-in / check\-out / sponsors

REQUIREMENTS \& QUALIFICATIONS

● Associate’s degree or equivalent required

● Valid US Driver's License

• Highly organized
• On\-time for work, dependable
• Clear, concise, consistent communicator
• Ability to move or transport 40\-50 pound boxes
• Friendly, patient and personable
• Excellent follow\-through skills
• Excels in finding solutions

● Able to prioritize tasks and work independently

● Excels in customer service

● Excellent phone and in\-person etiquette

● Skilled in Microsoft Office including Excel and PowerPoint

• Ability to learn new programs like Canva

● Good typing and filing skills

● Ability to coordinate schedules

The work schedule for this position is subject to adjustment due to program needs.

On average this is a 25\-30 hour / week role.

Monday 8am \- 2pm / Tuesday 8am \- 2pm / Wednesday 8am \- 3:30pm / Thursday 8am \- 2pm /

Saturday every 1st and 3rd Saturday of the month (unless schedule shifts) 7am \- 11am / and Fridays as needed (to support meetings, callouts or other scheduled appointments).

Job Sites: Main facility 501 Main Street \& 470 Forest Ave and other partner agencies as needed.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required. Responsibilities may change or new ones may be assigned as programs change in direct response to supporting our mission and our client’s needs.

Pay: From $21\.00 per hour

Work Location: In person