Role Overview
Franklin Food Bank is a nationally recognized food security organization serving Central New Jersey and surrounding communities. Reporting to the Executive Director and serving as a key member of the organization’s leadership team, the Director of Administration will lead operational strategy and administrative functions that support organizational effectiveness, scalability, and long-term mission sustainability.
This role is designed for a highly organized, strategic, and solutions-oriented operations leader who can balance day-to-day execution with long-term infrastructure planning. The successful candidate will bring strong operational leadership, financial and administrative oversight, people management experience, and the ability to build systems and processes that strengthen organizational performance and employee experience. The role will provide leadership across administrative operations, finance administration, human resources support, office operations, technology coordination, vendor management, policy implementation, reporting systems, grant documentation support, and internal controls.
The ideal candidate thrives in collaborative environments, is detail-oriented without losing sight of broader organizational goals, and brings a proactive, service-minded approach to leadership and problem-solving.
Franklin Food Bank welcomes candidates with diverse professional and lived experiences and encourages individuals to apply even if they do not meet every qualification listed.
Key ResponsibilitiesOrganizational Operations & Administration
· Lead and continuously improve administrative operations, systems, policies, and workflows that support organizational efficiency, effectiveness, and scalability.
· Oversee day-to-day office and administrative functions, including operational services, vendor coordination, records management, documentation, and internal processes.
· Lead organization-wide project management for major organizational initiatives, strategic operational priorities, and cross-functional implementation efforts, ensuring alignment, accountability, and successful execution across departments.
· Develop operational strategies and infrastructure that support organizational growth, staff effectiveness, and long-term sustainability.
· Identify operational inefficiencies and implement practical, people-centered solutions that improve productivity, collaboration, and service delivery.
· Support the development, review, implementation, and maintenance of organizational policies, procedures, manuals, forms, workflow tools, and internal guidance documents.
· Maintain administrative calendars, recurring deadlines, document control practices, reporting timelines, and operational follow-up systems.
Financial & Strategic Operations
· Partner with organizational leadership on budgeting, financial oversight, forecasting, administrative planning, and resource allocation.
· Monitor operational expenditures and support responsible stewardship of organizational resources.
· Utilize operational data, KPIs, dashboards, and reporting metrics to support informed decision-making and continuous improvement initiatives.
· Coordinate administrative finance processes related to accounts payable, credit cards, invoice routing, vendor documentation, approval workflows, expense coding, purchasing records, and supporting documentation.
· Support monthly close activities, financial reporting preparation, reconciliation documentation, audit readiness, and Board or Finance Committee reporting materials, as assigned.
· Help maintain internal controls related to purchasing, payment approval, vendor setup, records retention, segregation of duties, documentation standards, and financial process consistency.
· Identify opportunities for cost control, process improvement, stronger documentation, and responsible stewardship of operational resources.
People Operations & Organizational Culture
· Support employee experience initiatives, including onboarding, professional development, performance management, and employee relations processes.
· Help foster an inclusive, collaborative, and mission-centered workplace culture grounded in accountability, respect, transparency, and continuous learning.
· Partner with leadership to support organizational planning, staff engagement, internal communication, and change management efforts.
· Support employee onboarding, offboarding, personnel documentation, benefits coordination, PTO administration, payroll coordination, training records, and employee file maintenance.
· Coordinate administrative components of goal-setting, mid-year reviews, annual reviews, employee communications, and performance management documentation.
· Support consistent HR-related processes and documentation in coordination with leadership, payroll providers, benefits vendors, and external advisors.
· Maintain confidentiality and professionalism in handling employee, payroll, benefits, and personnel-related information.
Technology, Data & Reporting Systems
· Oversee administrative technology systems, operational data management, and organizational reporting infrastructure.
· Coordinate with IT vendors and internal users to support system access, equipment needs, software tools, user support, cybersecurity awareness, and issue resolution.
· Support organizational use of dashboards, KPI trackers, shared drives, document management systems, payroll/HR systems, finance systems, CRM platforms, and other administrative technology tools.
· Strengthen data organization, reporting consistency, document control, system access practices, and technology-enabled process improvement.
· Use operational data, KPIs, dashboards, and reporting metrics to identify trends, improve decision-making, and support continuous improvement.
Grants, Compliance & Audit Support
· Support organizational compliance with policies, procedures, employment practices, applicable regulations, documentation standards, and internal procedures.
· Coordinate grant-related administrative records, including time and effort documentation, supporting evidence, reporting schedules, and internal follow-up, as assigned.
· Help ensure required records are complete, organized, retained, and available for management review, audit, grant reporting, or compliance purposes.
· Support corrective actions, process improvements, documentation updates, and follow-up activities arising from audits, internal reviews, or operational assessments.
· Support operational continuity, risk management, records retention, policy compliance, and internal control practices.
Vendor, Facilities & Risk Management
· Manage administrative vendor coordination, service requests, contract documentation, insurance records, office supplies, equipment needs, facilities follow-up, and operational service providers.
· Support procurement practices, vendor onboarding, vendor documentation, purchasing records, recurring service agreements, and service-level follow-up.
· Coordinate with leadership and vendors to ensure administrative services are reliable, cost-effective, documented, and aligned with organizational needs.
· Help strengthen business continuity, emergency readiness, facility coordination, operational risk awareness, and administrative response processes.
Leadership, Board & Organizational Planning Support
· Support leadership meeting preparation, operational follow-up, Board or committee reporting materials, policy implementation, and cross-functional coordination, as assigned.
· Translate organizational priorities into measurable plans, timelines, owners, deliverables, and follow-up mechanisms.
· Serve as a practical problem-solver and internal partner to strengthen organizational clarity, accountability, and operational maturity.
Qualifications & Experience
· Demonstrated success leading administrative, operational, finance, HR, or organizational infrastructure functions within nonprofit, healthcare, education, social impact, business operations, or related environments.
· Proven ability to build and improve systems, workflows, policies, and operational processes that increase organizational effectiveness and scalability.
· Strong project management and organizational leadership skills, with the ability to manage multiple priorities, timelines, and stakeholders effectively.
· Experience using operational data, reporting systems, KPIs, dashboards, and technology platforms to improve decision-making and organizational performance.
· Strong financial acumen, including budgeting, forecasting, expense monitoring, purchasing controls, and operational resource management.
· Experience supporting financial operations, budgeting, accounts payable processes, purchasing controls, payroll coordination, monthly close documentation, audit support, or internal controls.
· Experience supporting HR administration, employee documentation, onboarding, benefits coordination, PTO processes, training records, or performance management processes.
· Experience managing vendors, technology systems, facilities coordination, records management, administrative systems, or organizational compliance.
· Experience with nonprofit operations, grant documentation, audit support, Board reporting, or mission-driven organizations is preferred.
· Proficiency with Microsoft Office or Google Workspace, spreadsheets, shared drives, reporting tools, and administrative systems. Experience with QuickBooks, payroll/HR systems, CRM platforms, or dashboard tools is a plus.
· Exceptional communication, relationship management, and cross-functional collaboration skills.
· Ability to navigate complex and evolving environments with professionalism, sound judgment, adaptability, confidentiality, and a solutions-oriented mindset.
· Demonstrated ability to lead with emotional intelligence, accountability, and a strong service orientation.
· Bachelor’s degree or equivalent combination of professional, volunteer, military, entrepreneurial, or lived experience.
Essential Functions
The essential functions of this role include the ability to:
· Lead administrative operations and coordinate multiple organization-wide priorities.
· Communicate effectively with staff, leadership, vendors, partners, and Board-designated stakeholders.
· Manage confidential personnel, financial, operational, and organizational information with sound judgment.
· Use technology systems, spreadsheets, dashboards, shared drives, email, and administrative platforms to manage work and reporting.
· Review, organize, interpret, and maintain financial, HR, operational, compliance, and administrative records.
· Attend in-person meetings, support on-site operations, and respond to time-sensitive administrative needs.
· Manage competing priorities, deadlines, and follow-up actions in a changing nonprofit environment.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.
Executive Work Environment & Benefits
· Full-time leadership position
· Reports to the Executive Director
· Classification: full-time, exempt
· Work location: in person; Franklin Food Bank, Somerset, New Jersey
· Flexible schedule aligned to organizational and operational needs, including periodic evening or weekend responsibilities
· Comprehensive medical, dental, and vision benefits package
· Generous paid time off program, including 18 PTO days annually
· Additional benefits, holidays, and employment practices are provided in accordance with Franklin Food Bank policy.
· Opportunity to serve in a leadership role within a nationally recognized, mission-driven organization making measurable community impact
Accessibility, Equity & Inclusion Commitment
Franklin Food Bank is committed to creating an inclusive and accessible workplace where all employees feel respected, supported, and valued. We welcome candidates from diverse backgrounds, experiences, and communities.
Reasonable accommodations are available throughout the hiring process and during employment. Franklin Food Bank believes diverse perspectives and experiences strengthen the organization and deepen its impact within the communities we serve.
Franklin Food Bank is an equal opportunity employer.
Application Instructions
Interested candidates should submit a resume and any additional requested application materials in accordance with Franklin Food Bank’s hiring process. Applications will be reviewed on a rolling basis until the position is filled.
Pay: $86,454.00 - $94,687.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
