Administrative Manager

Qualifications: Proven experience in an administrative or office management role, preferably in a nonprofit or community-based organization. Proven experience in an administrative or office management role, preferably in a nonprofit or community-based organization. Strong organizational, communication, and problem-solving skills. Ability to manage multiple tasks simultaneously and prioritize effectively. Experience with budgeting and financial oversight, including PO management and purchasing. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office software. Excellent interpersonal skills and the ability to work collaboratively with a diverse team. Strong attention to detail and ability to handle confidential information with discretion.

Physical Requirements: This position works in a typical office setting but may be exposed to extreme temperatures in a warehouse setting. There may be extended periods of sitting, standing and/or bending, listening, talking and/or visual concentration, writing and/or computer use. This position would normally have routine opportunities for the employee to be able to alter their physical position or change eye focus. Occasional lifting, moving, and delivering boxes required; lifting should not normally exceed 30 pounds.

Position Summary: The Administrative Manager will play a key role in creating a professional and welcoming environment for staff, guests, and volunteers at the Regional Food Bank. In partnership with the Administrative Specialist, the Administrative Manager will provide comprehensive administrative support, ensuring the smooth and efficient operation of the organization’s day-to-day activities. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks across various departments and functions.

Duties and Responsibilities:

1. Facility Transition & Staff Support:

a. Assist in the opening of the new Montgomery facility.

b. Support onboarding and offboarding processes for new employees in collaboration with the Office of People and Culture Department and IT team.

2. Cross-Functional Leadership Support:

a. Provide administrative and logistical support for special projects, including food bank events, community outreach initiatives, and other special functions.

b. Assist with event scheduling, coordination, and execution as needed

3. Point of Contact for Executive Leadership:

a. Serve as the primary point of contact when Executive Leadership is offsite, troubleshooting issues, and resolving problems as they arise.

4. Board and Administrative Support:

a. Support Advisory Board communications, including taking and distributing meeting minutes.

b. Oversee record-keeping systems and ensure compliance with organizational standards.

5. Financial Oversight:

a. Manage company credit card usage and purchase order processes, in partnership with the Administrative Assistant, ensuring proper documentation and adherence to budgetary guidelines.

6. Reception & Administrative Coverage:

a. Provide back-up reception duties and administrative support to the team, as needed.

b. Oversee office supply inventory and ensure timely purchasing within budget constraints.

7. Guest Relations & Tours:

a. Serve as a host for guests, conducting tours of the Food Bank facility and ensuring a positive visitor experience and proper inbound and outbound guest reporting for building safety

8. Procedure Development & Efficiency:

a. Develop and implement administrative procedures to increase operational efficiency, particularly in the new building.

9. Office Activity Coordination:

a. Organize and supervise office activities in partnership with the Administrative Team and Office of People and Culture, ensuring smooth operations and effective collaboration across departments.

10. Community Engagement & Advancement Support:

a. Work closely with the Advancement team to leverage building and conference room spaces for external groups, helping to drive donations, volunteer engagement, and community involvement.

The above statements are intended to describe the general nature and level of work performed by employees assigned to this position. The statements are not intended to be an exhaustive list of all duties, responsibilities, and skills required of an employee performing this job.

The Regional Food Bank - the only organization of its kind in northeastern New York – has been in operation since 1982. The Food Bank of the Hudson Valley was founded in 1990 to expand and improve service to charitable agencies and donor partners in Orange, Ulster, Dutchess, Rockland, Sullivan, and Putnam counties. Working in partnership with the food industry, the Food Bank collects large donations of unmarketable but wholesome food and distributes it to non-profit programs feeding our neighbors in need in 23 counties. From the Canadian border to the New Jersey border, in urban, rural, and suburban communities, the Food Bank provided 50 million pounds of food and grocery items to nearly 1,000 partner agencies. For more information about the Food Bank, please visit www.regionalfoodbank.net

The Regional Food Bank is an equal opportunity employer. We will not discriminate against any employee or applicant for employment because of race, creed (religion), color, sex, national origin, sexual orientation, military status, age, disability, genetic information, marital status or domestic violence victim status and other characteristics protected by law.

Job Type: Full-time

Pay: $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Montgomery, NY 12549 (Preferred)

Ability to Relocate:

• Montgomery, NY 12549: Relocate before starting work (Preferred)

Work Location: In person

Salary : $60,000