1. The Administrative Assistant Volunteers reports directly to the Manager of Volunteer Engagement and Services and, as the first point of contact for the organization, is responsible for all functions regarding the reception area, including the volunteer lobby. Ensuring

• Provides callers with information on the organization, including address, directions, or mailing of information packages; assists with general questions; takes and delivers messages; and exemplifies the organizational values of respect, responsiveness, and professionalism.
• Responsible for assisting callers and visitors professionally and promptly.
• Ensures that visitors are appropriately escorted for security reasons.
• Greet visitors and advise the appropriate staff person regarding their guest.
• Provides general information and referrals to clients regarding food needs.
• Effectively interact with various personalities and situations requiring tact, judgment, and poise.
• Assist the Volunteer Communications Specialist with volunteer check-in and other duties as assigned.
• Greet and assist walk-in donors who drop off donations (food or money) by issuing receipts and notifying the appropriate department.

• Maintains the visitor sign-in and sign-out book and issues volunteer/visitor badges.
• Manage external (e.g., FedEx, Amazon, etc.) deliveries entering the front entrance and delivering them to the appropriate person.
• Make announcements via Microsoft Teams and phone emergency response, as directed by management.
• Maintain the general cleanliness of the lobby, front desk, and surrounding areas, and notify cleaning and maintenance of larger requests.

• Responsible for opening, date stamping, and distributing mail to the appropriate person or department promptly and effectively, training as needed.
• Assist with ordering supplies under established guidelines, including keeping an inventory and maintaining a backup file.
• In the absence of the Executive Administrator, responsibilities may include:
  • Maintain the front desk schedule, coordinate with the Volunteer Department for front desk shift needs (regular/VISTA), and report volunteer hours.
  • Responsible for discreetly overseeing confidential materials.
• Perform clerical tasks including correspondence, report generation, copying, filing, and setting up files as assigned.
• Assists with donor appreciation, thank you calls, and handwritten thank you cards assigned.

1. Volunteer Engagement—Works with the Volunteer Engagement Team to provide professional, fast, and friendly customer service via phone and email to potential volunteers, including individuals and corporate, civic, faith-based, and school groups.
   • Communicates effectively to determine appropriate volunteer opportunities based on the needs of the Freestore Foodbank and the needs of the individual/group. Effectively engages individuals, group leaders, and staff to establish and/or maintain positive, long-term relationships.
   • Responsible for engaging with and routinely checking-in on Bea Taylor Market and Freestore Direct/Order Ahead volunteers.
   • Collaborates with the Volunteer Engagement team and other FSFB staff members and departments who interact directly with corporations to maximize the impact and value of corporate relationships with the FSFB. Collaborates closely with the Donor Relations team to maximize the combined value of volunteer participation, donations, and advocacy opportunities.
   • Assists the Volunteer Communications Specialist in implementing a recognition program for volunteers.
     • Coordinates the weekly thank you note campaign for volunteers at the Distribution Center, Freestore Direct, Bea Taylor, Liberty Street Markets, and Special Events.
     • Assists with the organization and execution of the National Volunteer Week activities.

1. Database Management:

• Learn how to navigate the online Volunteer Hub software to accurately provide volunteer information to FSFB Staff, volunteers, corporate partners, etc.
• Provide additional support to the Volunteer Communication Specialist and learn the scheduling process for the Distribution Center, Freestore Direct, Bea Taylor, Liberty Street Markets, and Special Events while supporting other volunteer engagement staff on other opportunities.
• Assist with group confirmations as directed by the Volunteer Communication Specialist.
• Provides other clerical support; maintains confidential volunteer personnel files; manages any department mailings and assists with special projects, as necessary.

Education:

• An associate’s degree preferred or equivalent combination of education and/or three years of administrative experience.

Experience:

• Two years of strong customer service experience in dealing with the public is required.
• Two years of strong administrative experience in an office environment are required.

Knowledge, Skills, and Abilities:

• Able to work independently and to manage multiple priorities under minimal supervision.
• Demonstrated ability to work independently and meet deadlines while managing multiple tasks and changing priorities required.
• Strong people skills and the ability to interact with internal and external audiences are required.
• The ability to develop and maintain productive working relationships with staff from all areas of the organization is necessary.
• A strong customer service ethic is required.
• Limited occasional evening and weekend work required for special events.
• Initiative-taking, purposeful, able to complete tasks efficiently in a fast-paced environment.
• Flexible and able to work cooperatively under pressure.
• CPR/FAED/First Aid trained or receive certification within 1 year of hire.