Program Administrative Assistant

This role supports our mission \"to provide basic and necessary servicesto those unable to meet their primary needs of food, clothing andhousehold goods.\" This position reports to the Executive Director, FoodPantry Manager, and Program Communications Coordinator. This is anon-site, non-remote role. The role of our Program AdministrativeAssistant hinges upon being detail-oriented, highly organized, and ableto communicate clearly and compassionately with our team, volunteers,vendors and clients. This role directly supports staff and helps ensureour operations run efficiently and with care. We rely on theadministrative assistant to be proactive, dependable, and comfortablemanaging multiple responsibilities while maintaining accuracy and strongFollow-through In a Fast-paced, Service-driven Environment. ESSENTIALFUNCTIONS / RESPONSIBILITIES: Daily Operations of Food Pantry includebut are not limited to; Supporting The Food Pantry Manager Foodinventory to food ordering Supports Food Pantry compliances, processesand scheduling. Facilitate communications/orders/pick-ups/drop-offs withFood Vendors and Donors ( including but not limited to Greater BostonFood Bank, local grocers etc) Authorized driver of Charity Guild vehicle(if employee has a license that qualifies) Schedule/check-in withvolunteers and post daily volunteer lists / updates and provide lettersconfirming completed community service hours as needed etc. ClientSupport Call and maintain senior citizen and homebound delivery clientlists. Support delivery reporting Compile/report all food purchased anddonated Schedule/coordinate vendors including maintenance vendors Needto be on-site to meet and greet and oversee vendors Monitor supply stockand place orders as needed Produce program calendars and other printedmaterials Daily Administrative Responsibilities include but are notlimited to; Supporting The Executive Director and Program CommunicationsCoordinator Maintain good relationships with community partners, vendorsand subcontractors ( i.e. bookkeeper, snow removal, plumber, electricianetc.) Share info with the bookkeeper as needed. Join BAHN network callsand support our collaborative client intake initiatives. Greet visitorsat the office and answer phones, respond to emails. Prescreen employeeand volunteer candidates / CORI process Onboard new employees andvolunteers (including providing and completing all materials) Ensure alloffice equipment is functioning properly / schedule equipmentmaintenance 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 clientintake process Assist client liaisons on intake process / guidelines /software Participate in and maintain cleaning responsibilities Supportevent planning, outreach and production Including registration, check-in/ check-out / sponsors REQUIREMENTS & QUALIFICATIONS Associate\'s degreeor equivalent required Valid US Driver\'s License Highly organizedOn-time for work, dependable Clear, concise, consistent communicatorAbility to move or transport 40-50 pound boxes Friendly, patient andpersonable Excellent follow-through skills Excels in finding solutionsAble to prioritize tasks and work independently Excels in customerservice Excellent phone and in-person etiquette Skilled in MicrosoftOffice including Excel and PowerPoint Ability to learn new programs likeCanva Good typing and filing skills Ability to coordinate schedules Thework schedule for this position is subject to adjustment due to programneeds. 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 scheduleshifts) 7am - 11am / and Fridays as needed.