Administrative Support Specialist

About the role

The Administrative Support Specialist ensures a welcoming, efficient front desk and reception area at the Maryland Food Bank’s headquarters and warehouse. Serving as a primary point of contact for visitors, volunteers, vendors, and employees, this role supports multiple departments, facilitates clear communication, and helps create a respectful, dignified experience for everyone we serve.

Responsibilities

• Serve as the first point of contact for visitors, volunteers, vendors, and employees, creating a professional and welcoming front-desk experience.
• Answer, triage, and direct incoming calls; respond to general email and website inquiries.
• Manage visitor check-in, temporary badges, guest logs, and other building safety procedures.
• Receive, sort, log, and distribute incoming mail, packages, donations, and agency payments; prepare outgoing and bulk mailings.
• Accept and securely process food and monetary donations in accordance with Finance and Donor Services procedures.
• Enter donation and payment information accurately; support basic donor record updates and inquiries.
• Coordinate front-desk volunteer schedules, coverage, assignments, and workflows.
• Train front-desk volunteers and support volunteer check-in and orientation as needed.
• Coordinate meeting room reservations and assist with in-house meeting and event planning.
• Maintain office supplies, front-desk equipment, organizational directories, and related administrative records.

Requirements

• High school diploma or GED.
• At least two years of experience in an administrative, customer service, or related role.
• Ability to maintain confidentiality of employee, donor, and volunteer information.
• Strong organizational, multitasking, and attention-to-detail skills.
• Excellent verbal and written communication skills.
• Professional, approachable demeanor and the ability to work effectively with diverse groups.
• Ability to work independently, follow direction, adapt to changing priorities, and meet deadlines.
• Sound judgment and critical-thinking skills, including the ability to anticipate needs.
• Ability to train, coach, and clearly communicate daily tasks to others.
• Proficiency with Microsoft Office, particularly Excel and Outlook, and the ability to learn new technology.
• Ability to pass a pre-employment drug screening, including marijuana, and background check.

Qualifications

• Conversational Spanish proficiency.
• Experience coordinating or training volunteers.
• Experience handling donations, payments, donor records, or other confidential financial information.

Pay

Pay Range: $23 - $26 per hour

Schedule

The Administrative Support Specialist generally works Monday through Friday, 8:00 a.m. to 4:30 p.m. Hours may vary to support special events. This role is primarily based in an office setting but also works in and around the warehouse, where noise levels and temperatures may fluctuate. The ability to lift and move up to 25 pounds is required.