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Administrative Coordinator

Manna Conejo Valley Food Bank Thousand Oaks ,CA
  • Posted: 15 days ago
  • $17 to $20 Hourly
  • Part-Time
Job Description


Job Title:             Administrative Coordinator

Reports to:         Executive Director; works with the Site Manager
Status:                 At-Will, Part-time, hourly, non-exempt

Schedule:            27 hours/week; M, W, F:  8am – 4pm; T, TH:  9am – 12pm

Hourly Range:   $17-$20/hour


Position Summary:
The Administrative Coordinator is an active and dynamic position, responsible for all aspects of daily office duties, volunteer, food drive and client coordination; the accurate tracking and reporting for these areas. Job duties include administrative, database maintenance, food pantry, food drive, volunteer coordination, reporting and community outreach. At times this is an active fast paced position requiring some weekend and evening hours, and includes, but is not limited to, the areas below.



·         Handling office tasks, such as filing, generating weekly/monthly/quarterly reports, coordinating Board of Directors’ meetings and reordering supplies

·         Screen phone calls and route calls to the appropriate party

·         Greet and assist donors, clients and members of the community

·         Maintain a polite and professional demeanor in person, via phone and email

·         Anticipate needs and bring suggestions to the Executive Director or Site Manager


Database Maintenance:

·         Maintain the integrity and accuracy of the client database

·         Input new client in-take forms

·         Update client re-certification data

·         Create reports for ED, BOD and grant makers


Food Pantry Coordination:

·         Secure needed pantry volunteers from volunteer core to work the 3-times a week pantry

·         Provide daily tracking forms for pantry volunteers

·         Provide client application, re-certification and change forms to pantry volunteers as needed


Volunteer Coordination/Training:

·         Recruit, train and supervise new volunteers

·         Collect volunteer information, availability and skills; maintain an up-to-date database

·         Keep all volunteers informed about the organization and additional volunteer opportunities

·         Maintain a schedule of volunteer pantry escorts

·         Schedule volunteer sorters, stockers, corporate groups and community service youth

·         Schedule and provide group tours of the pantry

·         Train volunteers in the areas of in-take desk duties and pantry escort

·         This area works closely with the Site Manager


Food Drive Coordination:

·         Manage registered food drives and coordinate with Site Manager

·         Coordinate with food drive organizers for delivery of collection barrels and donation pick-up

·         Schedule/calendarize food drive drop-offs or pick-ups



·         Produce weekly donation deposits for Bookkeeper

·         Produce end of month reports for Bookkeeper

·         Produce monthly client and volunteer activity reports for ED and BOD meeting

·         Produce monthly food drive report for ED and BOD

·         Compile required reports for grant submissions and follow up reports as needed


Community Outreach:

·         Research outreach opportunities; create annual calendar of events and volunteer needs

·         Work with Marketing/PR person to develop messaging content

·         Coordinate outreach events and staff with volunteers (possible evening & weekend work)

·         Advocate Manna’s mission/impact to community groups (limited to schools and youth groups)


Knowledge, Skills, Abilities, Responsibilities (subject to change):

·         Maintain the integrity and professional image of the organization

·         Intermediate working knowledge of Word, Excel, and Outlook. Database experience preferred.

·         Enough computer proficiency to produce correspondence, reports, signs, flyers

·         Ability to work independently

·         Ability to take initiative in solving problems using analytical skills

·         Ability to develop and maintain effective working relationships; professionally and respectfully

·         Ability to communicate clearly and effectively, both orally and in writing

·         Ability to handle multiple projects simultaneously (multi-task)

·         Maintain consistency in work habits and interactions with co-workers, Board of Directors and volunteers.

·         Interact by phone, email or electronically with multiple groups to accomplish duties

·         Cope well under pressure

·         Be service oriented

·         Act with honesty and integrity toward the organization, the community and the clients

·         Able to travel to meetings and events as needed

·         Other tasks as assigned by the Executive Director



·         College degree, high school diploma or GED with suitable work experience in this area

·         Minimum 3 years working in a non-profit, or suitable experience working in an office setting with a high level of customer service

·         Experience working with volunteers

·         Experience working with database programs, Microsoft office Suite and Excel a must

·         A valid California Driver’s License and proof of automobile liability insurance



·         Accrued vacation and sick time after 90-day probationary period



Qualified candidates may email their résumé with “ADMINISTRATIVE COORDINATOR in the subject line to:  Learn more about Manna at




Manna Conejo Valley Food Bank

Why Work Here?

Dynamic, energetic 50-year old hunger relief organization serving people in need.


Thousand Oaks, CA

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