Manager of Administration and Donor Services

Agency Summary: Food Outreach is a nonprofit, founded in 1988, that provides Medically Tailored Meals and nutrition services to enhance the quality of life of men, women and children living with HIV or cancer. The organization covers 160 Missouri and Illinois zip codes encompassing seven counties. Our services are unduplicated in Missouri and western Illinois.

Team Compensation: Our clients, volunteers and mission inspire us every day! We are excited to welcome a new team member whose compensation will include platinum health benefits, 10 paid holidays, paid vacation and sick time, family medical leave and employee/employer-contribution retirement plans. Annual salary is $45,000 - $50,000 commensurate with experience.

Primary Purpose: Food Outreach is looking for an organized, efficient administrative support professional passionate about food insecurity and community health. The Manager of Administration and Donor Services is an integral part of the Food Outreach team, responsible for performing administrative, financial, and human resources activities in addition to overseeing donor services. This role ensures the work of the agency is fully supported and the organizational business is completed efficiently and effectively with an equity lens.

Donor Services and Gift Entry (40%):

• Maintain accurate, complete, and timely record of all donor gifts, information, and contacts in RE database and government grant reimbursements, reporting, queries, and requests for mailing lists.
• Manage weekly gift deposits for banking.
• Provide donor stewardship including answering all email and phone requests for gift processing.
• Process Missouri Food Pantry Tax Credit Forms to donors annually.
• Coordinate and answer questions and requests from outsourced accounting firm.
• Process year-end annual statement reports for donors who request them.
• Manage Donor Tax Credit Programs when applicable.

Human Resources (30%):

• Process bi-monthly payroll and serve as primary contact with outsourced payroll provider Paychex.
• Serve as employee benefit liaison.
• Manage and maintain all employee records and files.
• Coordinate and process contributions to employer/employee retirement plans (SEP and 403(B)).
• Organize the personnel onboarding process by preparing new employee materials and orienting them to office procedures.
• Update employee policy manual as needed.
• Organize annual site visits from the agency’s financial advisor to meet with employees.
• Ensure all labor law and anti-discrimination posters are available and updated annually in shared staff spaces.
• Work closely with team members to prepare for audits from government grant funders related to personnel expenses.

Office (20%)

• Approve accounts payable expenses submitted by staff through Bills.com for payment.
• Manage agency insurance coverage and liability and maintain accurate, organized records.
• Maintain an organized system of filing, within the document retention policy, and create new systems when necessary.
• Assist Executive Director as needed and in response to fiscal monitoring requests from federal grantors.
• Manage quarterly branded apparel orders on behalf of the agency.

Board Engagement (10%)

• Prepare and distribute all necessary correspondence and documents for executive and board meetings.
• Maintain cloud-based board documents in SharePoint Folder
• Assist Executive Director with meeting setup when necessary.
• Assist in new board member onboarding.

Position Qualifications and Skills:

• 2 years of experience as an administrative and human resource assistant or office manager, preferably in a nonprofit setting
• Experience working with Raiser’s Edge/RE NXT highly preferred.
• Knowledge of Office 365 (Excel, SharePoint, OneDrive, Forms, etc.).
• Demonstrated resourcefulness and problem-solving skills in proposing new ways to create efficiencies.
• Detail-oriented, organized, and able to multitask while meeting important deadlines.
• Ability to maintain professionalism and confidentiality in sensitive, complex, and/or controversial situations.
• Strong oral and written communication skills, excellent people skills with the ability to interact and communicate effectively with a diverse group of stakeholders.
• Self-starter with the ability to work both independently and in collaborative teams.
• Flexibility and adaptability to changing priorities and responsibilities.

Position Time Schedule:This is a full-time in-person position governed by personnel policies related to full-time staff.

This person is directed/supervised and evaluated by the Executive Director.

Special Requirements

• Ability to take on additional tasks as assigned and required by organizational needs.
• Must possess and maintain a valid driver’s license as well as have reliable transportation.
• Food Outreach requires all employees to provide proof of being fully vaccinated from COVID-19, with a vaccine approved for use in the United States, prior to their first day of employment.

To Apply: Please include your resume and cover letter. No phone calls, please. Applications received without both cover letter and resume may not be considered.

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Saint Louis, MO 63103: Relocate before starting work (Required)

Work Location: In person