Job Summary:
The Agency Relations & Programs Administrative Assistant provides critical administrative and operational support to the Agency Relations & Programs team. This position is responsible for coordinating partner agency documentation, supporting compliance and reporting activities, maintaining records and databases, assisting with meetings and events, and providing administrative support for statewide programs and initiatives. The role requires strong organizational skills, attention to detail, excellent communication abilities, and the capacity to manage multiple priorities in a fast-paced environment.
Principle Duties and Responsibilities:
Partner Agency Administration
- Manage partner agency agreements and supporting documentation, including scanning, electronic signature processes, filing, and uploading documents into organizational systems.
- Maintain partner agency SharePoint files and conduct periodic audits to ensure required documentation is complete and current.
- Arrange and maintain agency onboarding materials, manuals, binders, and resource documents.
- Coordinate and route new partner agency applications for review and follow-up.
- Assist with mobile administrative tasks such as, mobile calendar, people served reporting, and mobile packets.
- Develop, manage, and maintain electronic forms and surveys; organize, compile responses, assist in data analysis and record management.
- Coordinate annual partner agency mailings and appreciation.
Systems Administration and Compliance Support
- Track agency monitoring timelines; people served reporting and support coordinators in maintaining compliance records.
- Coordinate and manage the annual agency card audit process.
- Enter and maintain program participation data within Ceres and other database systems.
- Support Agency Express Administrative tasks, including unsubmitted cart review and agency calendar.
- Maintain department SharePoint site, documentation labeling and document organization.
- Regularly monitor the department’s email, calendar/planner, and other shared sources of information.
- Maintain department SOP repository and update as needed.
Meetings, Events, and Project Support
- Coordinate logistics, preparation materials, agendas, and meeting minutes for Partner Agency Advisory Council (PAAC) meetings.
- Provide administrative and project management support for annual Partner Conferences and other statewide events.
- Assist with planning and coordination of annual department meetings.
- Schedule team meetings, prepare agendas, distribute materials, and document meeting notes and action items.
Document and Records Management
- Maintain and update operational documents, including site visit forms, memoranda of agreement (MOAs), procedures, and related resources.
- Organize, maintain, and archive electronic and physical files in accordance with document retention policies.
Administrative and Financial Support
- Manage holiday gift card inventory, tracking logs, distribution records, and related reporting.
- Assist with corporate credit card reconciliation and documentation.
- Prepare and process expense reports and supporting documentation.
- Provide budget tracking and administrative support for departmental financial activities.
- Assist with travel arrangements, itineraries, accommodations, and expense coordination for team members and statewide travel activities.
- Support other administrative projects and departmental initiatives as assigned.
Knowledge, Skills and Abilities Required:
- Associate degree in Business Administration, Office Management, or a related field preferred; equivalent experience may be substituted.
- Minimum of two years of administrative support experience required.
- Experience supporting multiple staff members, coordinating projects, or managing records and databases preferred.
- Experience in a nonprofit, community services, or food banking environment is desirable.
- Ability to sit, stand, and work at a computer for extended periods.
- Occasional lifting of materials and supplies up to 25 pounds.
- Ability to travel occasionally for meetings, conferences, and organizational events.
- Strong organizational and project management skills.
- Excellent attention to detail and accuracy.
- Ability to manage multiple priorities and deadlines simultaneously.
- Proficiency in Microsoft Office, including Outlook, Excel, Word, PowerPoint, Forms and Teams.
- Experience working with databases, document management systems, and online forms platforms.
- Strong written and verbal communication skills are important.
- Ability to maintain confidentiality and exercise sound judgment.
- Strong customer service skills and ability to work effectively with community partners and internal stakeholders.
Work Environment
This position operates in a professional office environment and works closely with internal departments, community partners, and volunteers to support statewide agency relations and program operations. The position requires flexibility, strong collaboration skills, and a commitment to the organization’s mission of serving communities and improving food access.
Food Safety:
- Commit to upholding policies, principles and best practices for food safety.
- Understand the personal responsibility to follow all safety policies and health rules, programs and procedures, to report all unsafe acts, environment or behaviors immediately and to always report safety issues, incidents or accidents immediately.
Employment Requirement
- Successful Background Clearance
Disclaimer
This job description in no way states or implies that these are the only duties to be performed by the employee in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give assignments.
This position description excludes the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
Organizational Culture
At The Idaho Foodbank, we live our core values of Belonging, Commitment, and Collaboration. We’re driven by our mission to nourish, educate, and advocate for food-secure communities. We believe every team member plays a vital, daily role in our mission.
Equal Opportunity Employer
The Idaho Foodbank is an Equal Opportunity Employer committed to fostering a welcoming and supportive workplace. We strive to create an environment where all employees and those we serve feel valued, respected, and empowered to reach their full potential. Our hiring and workplace practices are rooted in merit, fairness, and belonging.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, protected veteran status, gender identity, or any other factor protected by applicable federal, state, or local laws.
