Administrative Coordinator

New Jersey
Administrative Coordinator

The Community FoodBank of New Jersey (CFBNJ) Administrative Coordinator is responsible for supporting the administrative needs of a grant funded nutrition education program. This role, located in the Hillside, NJ office, will report directly to the Senior Director of Health and Wellness. The ideal candidate will be highly organized and detail oriented, have excellent communication skills, with the ability to play a leading role in managing multiple time-sensitive, detailed projects and schedules. The main responsibilities of the job are to maintain optimal office operations across the program team, including reception, clerical, purchasing, etc.

Administration (e.g., Finance, IT, HR)
Job responsibilities

Creating, executing, and maintaining detailed calendars and schedules, including organizing complex activities such as meetings, conferences, and department activities.
Preparing for and attending key meetings, keeping accurate succinct minutes and coordination of deliverables through Microsoft Office communication platforms (e.g. Teams, Email).
Acting as a liaison with internal departments and outside agencies, handling confidential, non-routine information and explaining policies when necessary.
Establishing, maintaining, and updating online and office filing system across a large team and multiple program efforts
Coordinating regularly and closely with the Finance Department and Business Administrator to ensure timely and thorough planning and execution of purchases for programming, including adhering to spending plan in accordance with grant guidelines, and ensuring timely and accurate invoicing and expense tracking.
Coordinating organization and maintenance of office, storage, and supply closet spaces, including effective utilization and accurate inventory of all program materials.
Overseeing the completion of internal and external reporting deadlines (for Directors and Managers), ensuring timely completion of all items required per the grant.
Working independently and within a team on special nonrecurring and/or ongoing projects
Acting as project manager for special projects
Taking on other duties regularly associated with office management, including filing, creating memos and reports, performing other clerical duties while ensuring effective workflow

Application qualifications

At least three years in a high level administrative position.
Background in coordinating across multiple teams a plus.
Candidates should possess superior judgment, confidentiality, professionalism, and poise.
Proficiency in the use of Microsoft Office 365, Word, Excel and Outlook Software is essential for success, along with a positive, can-do attitude, excellent communication, interpersonal skills, a high degree of self-motivation, attention to detail, ability to work well on a team and learn new concepts quickly.
Proactively identify and manage priorities with limited direction.
Ability to work well on a team and learn new concepts quickly.
Must be able to carry bulk materials as necessary, up to about 40 pounds.
Must have reliable transportation as travel to various sites is required


As a valued team member, you will receive competitive pay, medical, dental, vision, 401k, paid life insurance, holiday pay, and paid vacation and sick time.

About the organization

The Community FoodBank of New Jersey provides food for people in need while striving to end hunger in our state. While food distribution is central to our mission, we also deploy several important programs aimed at addressing the root causes of hunger for people of all ages and backgrounds.