Administrative Assistant - PCI

About the role

This position supports the Department of Partnerships and Community Impact by performing key administrative tasks that advance the work of the Department staff in deepening connections across our service area.

Responsibilities

• Mobile Pantry (MP) Coordination Support
  • Working closely with Quality Assurance coordinators, create the menu document for mobile pantries, emailing or printing copies as needed.
  • Administer texting regarding cancellations and changes.
  • Maintain the Mobile Pantry calendar, including confirming dates with MP coordinators.
  • Respond to incoming external outreach requests in accordance with established criteria.
  • Schedule MP Coordinator calls, monitor registration, and take notes.
  • Monitor incoming MP reporting, follow up as needed to address missing or inconsistent data, and ensure data is successfully imported into the AE survey.
• Salesforce Support
  • Work with the Community Impact Projects Manager to maintain accurate and up-to-date Salesforce data.
  • Create and run reports on partnership activities for Community Representatives, and SHF leaders.
  • Develop and maintain staff training materials for Salesforce processes across SHF.
  • Work with Quality Assurance coordinators to ensure food safety certification information is entered and kept up-to-date in Salesforce.
  • Maintain email tracking, audience segmentation, and tagging in Salesforce and Active Campaign as needed.
• Partner Data Reporting Support
  • Monitor reports and dashboards for reporting and compliance, sending reminders as needed to Community Representatives.
  • Ensure all partner guest data is completed, verifying once per quarter and working with Community Representatives to ensure updates.
  • Work with Community Representatives to track finance questions, such as the applications of grants to partner accounts.
• PCI Support
  • Order supplies requested and approved for partners and mobile pantries and ensure timely delivery.
  • Update SH Partner Portal content with most recent communications, training, and news; also monitor the embedded chat function for content, prompts, and responses.
  • Maintain updates and accuracy of forward-facing resources including SH Find Food, 211 and others.
  • Support the administration of Harvest Wallet offers, document creation, file organization, and data management.
  • Update internal databases for accuracy in partner contact communications.
  • Respond to incoming PCI inquiries from the SHF website.
  • Support Departmental Administrative Coordinator in PCI initiatives and Partner Events.

Skills And Abilities

• Ability to manage frequent, time‑sensitive requests with efficiency, and flexibility to prioritize tasks due to changing needs.
• Ability to coordinate with peers across departments, with remote staff, and with external partners.
• Demonstrated experience providing a high level of customer service, including providing information and responding to questions from partners and the public.
• Ability to cultivate inclusive working relationships with staff across departments, community partners and neighbors, as needed.
• Experience with the MS suite, including Excel, Word, and Outlook.

Qualifications

• Required: High School Diploma or GED.
• Required: Two or more years of relevant work experience in administrative support, customer support, research, data management, or other related fields.
• Required: Ability to successfully pass background check.
• Preferred: Post‑high‑school classes or training in a related field.
• Preferred: Experience with a Customer Relations Management system, such as Salesforce.
• Preferred: Previous professional experience with non‑profit organizations.

Benefits

• Health Insurance (we pay 90% of premium for full‑time employees)
• Dental Insurance
• Vision Insurance
• 401(k) Retirement Plan with 5% match
• Short Term Disability Insurance
• Long Term Disability Insurance
• Life and AD&D Insurance
• Paid Time Off starting at 23 Days per year
• 15 Paid Holidays per year
• Floating Holidays
• Paid Family Leave
• Employment Transition Pay

Pay

Salary Range: $44,000 – $52,800/year or $21.15 - $25.38/hour