Work with Us

Job Description – Administrative Coordinator

Missoula Food Bank & Community Center’s (MFB&CC) mission is to lead the movement to end hunger through advocacy, volunteerism, and healthy food for all. We nourish community.

We are a private, non-profit organization with a 43-year history of filling the hunger gap in Missoula County. In 2025, we served 1 in 5 people countywide. MFB&CC pursues our mission through direct nutrition programs and through advocacy efforts that impact the upstream causal issues of food insecurity. We have been carrying out this model of service since 1982 and take tremendous pride in the diverse network of support that keeps our community nourished, our food service programs effective, and our organization healthy.

Missoula Food Bank & Community Center is an anti-racist, LGBTQ2S+ ally organization. We strongly encourage applications from Black and Indigenous people and other people of color, people from working class backgrounds, women, LGBTQ+ people, and other people of historically excluded identities. Data shows that women and BIPOC candidates more frequently do not apply to a job because they don’t feel that they meet all of the qualifications listed. Our job descriptions are general overviews, not a mandatory comprehensive list. We are committed to nurturing diverse leadership within a diverse network, so if you feel passionate about our efforts and believe that you have the skills to accomplish the job, we want to hear from you!

Position Type: Non-Exempt

Compensation: $23.78 hourly. MFB&CC utilizes a compensation plan that ensures equitable, competitive, and transparent compensation. We begin with the base wage above and then factor in your experience, skills, and education to calculate your final wage.

Hours: The hours for this position are full-time and will generally be Monday-Friday, 9:00-5:00 pm. Flexibility for occasional evening and weekend hours will be required. Generally there are 2 weekend events, and 3-5 evening events per year, with optional opportunities to fill in for special events

Benefits: Paid holiday, medical, and vacation leave. HSA contributions. Dental, life, and health insurance after 2 months. Retirement benefits after 6 months. Access to Employee Assistance Program. Volunteer vision benefits.

Position Overview: The Administrative Coordinator provides administrative support in the areas of human resources, finance, technology, data management, Board operations, and general office functions. This position serves as a primary internal point of coordination with external partners including benefits providers, the organization’s IT provider, and other administrative vendors. The Administrative Coordinator also supports volunteers who assist with administrative functions, including Salesforce data entry and front desk coverage.

This position requires strong organization, attention to detail, follow-through, and the ability to independently manage recurring responsibilities while identifying when questions or issues need to be elevated to organizational leadership.

PREFERRED QUALIFICATIONS:

• Experience working with diverse populations preferred
• Two years of work experience in related field preferred

REQUIREMENTS INCLUDE:

• Work collaboratively within a team environment and have a willingness to assist other co-workers and volunteers.
• Strong oral and written communication skills to communicate effectively and professionally with a wide range of people including other staff, volunteers, customers, vendors, donors, social service agencies, businesses and the general public.
• Ability to grow and maintain positive working relationships with diverse groups of volunteers, coworkers, and community members.
• Demonstrate strong organizational skills and attention to detail while managing a wide range of tasks and responsibilities, including multitasking, prioritizing, and delegating work as necessary.
• Be self-motivated, self-directed, and take initiative in performing a wide variety of tasks in a fast-paced, dynamic work environment.
• Be open-minded and flexible with regard to the work performed.
• Exercise safe workplace policies and procedures and effectively communicate adherence of policies to volunteers and other staff.
• Participate in ongoing equity and inclusion work.

SPECIAL JOB SPECIFIC REQUIREMENTS:

• Stand and/or walk for long periods of time; bend, twist, kneel and stoop; pull, push or carry heavy objects, including the ability to lift up to 50 pounds, with reasonable accommodation.

JOB RESPONSIBILITIES:

Office & Administrative Support

• Coordinate day-to-day administrative systems and office functions to support efficient organizational operations.
• Maintain organized electronic and physical filing systems, including contracts, organizational records, policies, and other administrative documents.
• Coordinate ordering and inventory of office supplies and materials.
• Maintain resources and materials needed at the front desk, including resource guides, brochures, forms, applications, and signage.
• Provide phone coverage as needed and ensure incoming inquiries are appropriately routed.
• Develop and maintain clear procedures, checklists, and documentation for recurring administrative responsibilities.

Human Resources Administration

• Coordinate administrative aspects of employee onboarding and offboarding, including required paperwork, documentation, system access, and communication of applicable organizational processes.
• Coordinate employee benefit enrollments, changes, and required documentation and serve as an administrative liaison with insurance carriers and benefits representatives.
• Maintain accurate and confidential employee records and personnel files.
• Respond to routine employee questions regarding benefits and administrative processes and appropriately elevate questions related to policy, employee relations, or organizational decision-making.
• Support organizational HR processes and recordkeeping as directed by the Executive Director.

Finance & Audit Support

• Gather, organize, and prepare invoices and other accounts payable documentation, utilizing Ramp to facilitate processing, approval, and accurate recordkeeping.
• Maintain accurate and organized financial documentation according to established organizational procedures.
• Gather, organize, and prepare payroll and other administrative information, utilizing Gusto to support payroll processing and related administrative functions.
• Assist with preparation and organization of records and documentation needed for the organization’s annual audit and other financial reviews.
• Serve as backup for organizational deposits as needed.
• Support financial administrative processes while maintaining appropriate separation between preparation, review, and approval responsibilities.

Technology Coordination

• Serve as the primary internal liaison with First Call, coordinating staff technology support, equipment setup, troubleshooting, and other technology needs.
• Maintain an accurate inventory of organizational computers and technology equipment and coordinate equipment replacement needs with First Call.
• Coordinate staff onboarding and offboarding related to technology, accounts, equipment, and system access.
• Provide basic assistance with common office technology and equipment and connect staff with appropriate technical support when additional expertise is needed.
• Maintain documentation of technology procedures, equipment, accounts, and vendor information as appropriate.

Data & Administrative Systems

• Support volunteers completing administrative functions, including Salesforce data entry and answering and routing incoming phone calls.
• Provide volunteers with clear procedures, training, and ongoing support to promote accurate and consistent data entry.
• Utilize Microsoft Office Suite, SharePoint, Salesforce, Ramp, Gusto, and other organizational systems to maintain accurate records, compile information, and support organizational needs.
• Support organizational data systems, including data entry, data quality, management, and reporting.
• Support the development and implementation of efficient administrative and data systems, including efforts to transition paper-based processes to digital workflows.
• Coordinate administrative technology and data system improvement projects by documenting existing processes, gathering input and organizational needs, coordinating with staff and external technical partners, supporting testing and implementation, and developing procedures and training materials.
• Identify opportunities to improve administrative workflows, data accuracy, accessibility, and efficiency and bring recommendations to appropriate organizational leadership.

Board of Directors Support

• Provide administrative support to the Board of Directors and Board committees, including preparing and distributing meeting materials, coordinating meeting logistics, and taking and maintaining meeting minutes.
• Maintain current and organized Board records and governance documents, including the Board Manual and applicable organizational policies.
• Coordinate with the Executive Director and Board leadership to ensure Board and committee administrative needs are completed accurately and on time.

Organizational Support

• Communicate and coordinate effectively across departments to support smooth administrative workflows and information sharing.
• Identify administrative issues, incomplete processes, or recurring challenges and work with the appropriate staff member or organizational leader to resolve them.
• Maintain confidentiality and appropriately handle sensitive employee, financial, customer, volunteer, and organizational information.
• Perform other duties as assigned to support the mission and operations of the organization.

Please Submit Resume, References, and Cover Letter to aallison@missoulafoodbank.org.

Criminal background checks are required. Felony offenses of sexual or violent nature may disqualify an applicant from employment.