What are the responsibilities and job description for the Administrative Assistant - Nourished Neighbors (5650) position at Center For Family Services?
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Location: East Orange, NJ & Paterson, NJ
Job Type/Status: Part Time (15-20 hours per week)
Salary: $22 per hour
Position Summary:
The Administrative Assistant for the Nourished Neighbors Food Program provides comprehensive clerical, data management, and program support to ensure efficient and accurate operations of food access and wellness services. This position supports the Program Director and team by managing data entry, scheduling, ordering, reporting, and coordination of program activities, including food distribution and wellness initiatives such as the Get Up and Move Program.
Duties and Responsibilities
Administrative & Data Management
* Enter and maintain accurate client, service, and inventory data in program tracking systems.
* Monitor data quality and ensure timely updates for reporting and compliance.
* Maintain electronic and paper files in accordance with agency policies.
* Prepare routine reports and documentation for program leadership and funders.
Program & Director Support
* Provide administrative support to the Program Director, including scheduling, correspondence, and meeting coordination.
* Assist with ordering food, supplies, and program materials.
* Track deliveries, invoices, and inventory in coordination with program staff.
* Support calendar management for pantry days, distributions, and special events.
Food Distribution & Operations Support
* Assist with planning and coordination of weekly pantry days and food distribution activities.
* Create and maintain spreadsheets for pantry schedules, client counts, inventory, and volunteer assignments.
* Support on-site operations during distribution events as needed.
* Coordinate logistics related to storage, transportation, and site setup.
Get Up and Move Program Coordination
* Support scheduling, registration, and attendance tracking for the Get Up and Move wellness program.
* Maintain participant records and outcome data.
* Assist with communication to participants and partners.
* Coordinate materials and space for program activities.
Communication & Customer Service
* Serve as a point of contact for clients, partners, and vendors via phone, email, and in person.
* Provide courteous, trauma-informed, and culturally responsive customer service.
* Respond to inquiries and route requests appropriately.
* Support outreach and community engagement efforts.
Compliance & Quality Assurance
* Support compliance with funder, licensing, and agency requirements.
* Assist with audits, monitoring visits, and data reviews.
* Ensure confidentiality and proper handling of sensitive information.
* Participate in required trainings and staff meetings.
Qualifications:
* High school diploma or equivalent required; Associate's degree preferred.
* Minimum of 2 years of administrative, data entry, or office support experience preferred.
* Proficiency in Microsoft Excel, Word, and Google Workspace.
* Experience creating and managing spreadsheets and databases.
* Strong data entry accuracy and attention to detail.
* Excellent organizational and time management skills.
* Ability to manage multiple priorities in a fast-paced environment.
* Strong written and verbal communication skills.
* Ability to work independently and collaboratively.
* Familiarity with nonprofit, food access, or community programs preferred.
Benefits:
At the Center for Family Services our employees are our greatest resource and we are committed to investing in our staff. We offer a competitive benefits package as well as ongoing resources that will support staff on their personal and professional journey.*
- Sick pay and personal time off
- Flexible Spending Accounts
- Health & Wellness Activities
- Ongoing Training & Professional Development Opportunities
- Opportunity for advancement
About Employment at Center For Family Services Apply and get hired at Center For Family Services, a leader in the non-profit sector and named as a top workplace in the region since 2010. As part of our team, you will be recognized as our most valuable resource. Our staff balance best practices with personalized care. Together, our team makes a positive difference in the lives of people in need. If you're interested in a rewarding career, Center For Family Services is a great place to grow as a professional. For more information about our top workplace, please visit the Center For Family Services website at www.centerffs.org.
Disclaimer Many positions require motor vehicle record evaluations and medical clearances. Center For Family Services is an equal opportunity employer offering competitive salaries and excellent benefits packages.
Salary : $22