Community Impact Grant Writer

The Community Impact Grant Writer will work in strategic and creative partnership with the Community Impact team (including PA 211 Southwest) to lead grant writing and reporting for the Community Impact Department, including provide end-to-end grant management, from discovery of community need to selection of funded partners and reporting of results.

The ideal candidate will demonstrate outstanding communications skills and will have grant writing and grants process experience. In addition, the Community Impact Grant Writer will also play a critical role in facilitating regular internal communication between programs, operations, and donor relations to ensure results and impact messaging is consistent and regularly shared.

Essential Functions

Grant Writing and Management

  • With the support of the Grants Manager, provide end-to-end grant management, from identification of funding opportunity, proposal strategy, writing, and reporting of results.
  • Collaborate with Community Impact team to develop and maintain knowledge of the organization including existing projects and programs for which grants will be sought as well as assisting in identifying new opportunities for grant funding.
  • Work with the Grants Manager to maintain a master calendar for all grant activity and deadlines, to include upcoming/submitted/pending/awarded proposals and requests and reporting requirements.
  • Continuously work to streamline processes and continue to develop effective grant management strategies.

Internal Communications

  • Serve as a connector between the Community Impact Department and other United Way Departments and teams, including Donor Relations, Finance, Marketing, and Volunteerism. This includes providing support for corporate, volunteer, and marketing grant proposals and reports, as well as supporting cross-departmental interaction and communication.
  • Lead the creation and distribution of a biweekly internal report sharing program and community-level outcomes, success stories, and project progress to ensure information is accurate and consistent across departments.
  • Regularly meet with the Community Impact Program Managers to stay informed of project progress, results, and changing funding needs.
  • Respond to requests from Donor Relations for community-level success stories and impact numbers.

Additional Functions

  • Work with regional United Way directors and partners as needed to meet the regional expectations of initiatives and support the expansion of projects and initiatives to include the full United Way of Southwestern Pennsylvania footprint
  • Build and maintain relationships with program providers, funders, policymakers, community-based organizations, professional associations, and other stakeholders to achieve impact through quality programming and coalitions.
  • Develop additional written content as needed.

Financial/Budgetary Responsibilities

  • Work with finance and program directors to develop grant budgets and report to corporate and foundation funders.  This ranges from small projects ($5,000) to large program budgets ($2 million).

Education and Experience

Required:  Bachelors degree and at least five years’ experience writing grants, proposals, applications and reports.

Preferred:  Experience working in human services or related field; track record of successful work in collaborative settings with community organizations and institutions of diverse size, scope and range of interests.

Knowledge, Skills, and Abilities


  • Outstanding written, verbal and interpersonal communication skills
  • Experience with grant writing and reporting for private foundation, corporate foundation, and government grants.
  • Track record of successful work in collaborative settings with community organizations and institutions of diverse size, scope and range of interests
  • Ability to establish effective working relationships with diverse populations and to function well within a team environment
  • Tech savviness, including experience with Microsoft Office, virtual platforms, and willingness to explore new systems
  • Ability to be self-directed and decisive
  • Strong organizational and time management skills, and comfort with a fast-paced dynamic environment

Community Impact Operations Associate

The Community Impact Operations Associate provides support for the Community Impact department’s smooth internal operation, with a focus on financial tracking. The Operations Associate will help ensure compliance and support cross-departmental collaboration and internal organizational efforts including finance-based administrative duties for all 211 Regions served by UWSWPA and other administrative tasks and special projects as assigned.

Essential Functions

  • Support 211 budgeting, invoicing, coding, and tracking processes to ensure financial information for 211 projects is consistent, understandable, and can readily demonstrate available funds, specifically for:
    • Local lead agency agreements
    • Fee for service contracts
    • Grants & Vendor contracts
    • Inform grant proposal and report budgets based on past and projected trends
  • Collaborate with the 211 data team and Community Impact department to ensure deliverables for 211 contracts and grants are clear, measurable, and actively tracked
  • Work with, and support, the Finance and Community Impact team members to track and ensure timely, accurate payments for all 211 payable invoices and Community Impact mid-year allocations
  • Generate and submit accurate, timely grant and contract invoices to grantors / contract providers
  • Provide operational and financial administration support for newly emerging projects and processes, including generating invoice and data collection methods, supporting allocation and contract processes, tracking funding sources, and collaborating to link impact data to expenditures

Education and Experience

  • Preferred: 1-2 years’ relevant work experience, ideally including project budgeting and financial tracking
  • Preferred: Associate degree in business administration, computer science, or related field, or equivalent combination of education and experience

Knowledge, Skills, and Abilities


  • Knowledge of online systems for collecting information and generating reports, Knowledge of/comfort with database management and troubleshooting
  • Expertise in Microsoft Office, especially Excel formulas and Word formatting
  • Demonstrated ability to thrive in a fast-paced environment, and to manage and prioritize multiple ongoing projects
  • Ability to evaluate systems and processes and recommend strategies for improvement


  • Experience and/ or familiarity with datasets
  • Experience reviewing and analyzing reports and data
  • Clear communicator with strong writing skills
  • Positive, solution-focused team player

Community Resource Coordinator

Sisters Place, Inc. is seeking a full-time qualified candidate to fill the newly created role of Community Resource Coordinator (CRC). Sisters Place, Inc. (SP) was founded in 1993 by local Catholic congregations of religious women in response to the Gospel imperative of love of neighbor and service to the homeless and impoverished in our community. Sisters Place, Inc.’s mission statement is “to faithfully provide opportunities for families and individuals to overcome poverty and homelessness through empowerment, housing, wellness, personal and professional advancement services.” SP operates in Pittsburgh, PA with its headquarters located in Mt. Oliver.

The individual who will fill the CRC role will be the first point of contact for guests, constituents, and clients. The best candidate for this opportunity must be engaging, welcoming, and knowledgeable about the services offered by SP and collaborative organizations who assist our client base. The CRC provides a range of resources and referral options. This position is responsible for making referrals, providing and making recommendations to collaborative organizations and other community resources, as well as triaging the intake of clients for SP services. This position manages the intake area, welcomes all who enter the building, answers phone responds to emails, and refers to internal and external resources. This position is responsible for maintaining and monitoring all files required by HUD. The position supports the CPO /COO with intake activities required by HUD and SP.

The ideal candidate must possess strong interpersonal, organizational and work ethic skills. Interested candidates can apply for this position by submitting their resume to or via our website “Career Opportunities” tab.

Salary Range $35,000 to $37,000 yearly
Sisters Place, Inc. is dedicated to a diverse workforce.
Equal Opportunity Employer M/F/DN

Human Resource/Payroll and Benefit Specialist

The Human Resource/Payroll & Benefit Specialist administers the full suite of human resources and payroll services to the entire regional organization, including employees and contingent workers. They engage with staff at every phase of the employment cycle while also managing back-end processes like bi-weekly payroll, invoice reconciliation, audit requests, and data entry/reporting for HR systems. The Specialist manages vendor relationships and negotiates rates with health insurance companies, insurance brokers, staffing agencies, and other suppliers.

Essential Functions

  • Process all payroll transactions and oversee the timely and compliant submissions of biweekly payroll for all employees; file all payroll-related taxes, prepare and reconcile monthly payroll journal entries and year-end accrual journal entries
  • Oversee open enrollment process for all benefits, including partnering and negotiating rates with vendors and insurance brokers to conduct training sessions and ensure an efficient and effective process
  • Advise employees on personal, health, insurance, leave, or other issues to identify options and recommend best solution for resolution
  • Manage all data entry and reporting in Human Resources Information System, and benefit systems.
  • Oversee and support multiple audits, salary surveys, and management requests by running reports, ensuring accurate data entry, and interacting with auditors and other requestors
  • Maintain all employment files, including personnel files, time off records, and job descriptions
  • Coordinate and oversee annual flu shot clinic
  • Manage individual benefits enrollment and termination processes, including COBRA
  • Counsel staff and provide assistance with benefit choices for new hires, qualifying life events, and retirees
  • Prepare and reconcile invoices and payments for health, retirement, and other benefits by partnering with Finance department
  • Oversee new hire process, including writing offer letters, extending verbal offers, conducting background checks, partnering with IT for systems access, etc.
  • Conduct in-person orientation for all employees, temporary workers, and independent contractors by welcoming and informing all new hires of relevant information
  • Conduct in-person exit interviews and manage off-boarding process, including the return of physical equipment and partnering with IT for the termination of system/building access
  • Manage the distribution and maintenance of parking permits, and Port Authority ConnectCards
  • Oversee the posting and advertisement of open positions on multiple platforms
  • Advise and train hiring managers on proper recruitment practices and applicant tracking system usage
  • Partner with managers and staffing agencies on hiring temporary workers
  • Negotiate contracts with temporary agencies and serve as single point of contact on temporary employment
  • Complete employment verifications, unemployment claims, annual driving record checks, multiple external salary surveys, etc.
  • Provide guidance to managers on the performance management process
  • Advise managers and employees on performance and policy compliance issues, maintaining confidentiality and liaising with Director of Human Resources when necessary
  • Support community impact grants by providing employees’ pay statements or other required personnel/organization information for grant

Additional Functions

  • Responsible for ensuring the organization’s compliance with all relevant labor laws
  • Maintain on-going communication with EAP and outplacement services
  • Provide HR information to Director of HR, President & CEO, HR Committee, etc. as requested
  • Provide employee years of service information for Employee Service Awards

People Management Responsibilities

  • May supervise temporary worker(s) when necessary

Financial/Budgetary Responsibilities

  • Provide salary, benefit, and other data to Finance to ensure operational expenses are in line and future budgets can be developed

Education and Experience

  • Required: Bachelor’s degree and experience in human resource, payroll and benefit administration. 5 to 10+ years of experience in a variety of human resources disciplines with a solid understanding of legal and regulatory requirements.
  • Preferred: Advanced degree preferred (or equivalent combination of education and experience)
  • PHR (Professional Human Resource) or SPHR (Senior Professional Human Resource) certification desirable.

Knowledge, Skills, and Abilities

General knowledge and understanding of every step in the employee lifecycle, from recruitment to retirement

  • Very strong attention to detail with excellent writing and editing skills
  • Ability to manage multiple simultaneous tasks with competing deadlines
  • Ability to be flexible and persistent through periods of ambiguity
  • Solid analysis skills and the ability to turn data into information
  • Strong human relations skills
  • Unquestionable integrity and ability to maintain confidentiality


  • Preferred: HR certification from SHRM or HRCI (PHR, SPHR, SHRM-CP, SHRM-SCP, etc.)

Physical Demand

  • Sedentary: Exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Involves sitting most of the time but may involve walking or standing for brief periods of time.

Travel Requirements

  • Occasional travel within the region via ground transportation
  • Potential travel outside the region via air transportation

Summer Camp Positions

Don’t apply for just any job this summer. Apply for a job that will set you on a path toward your future career. When you work at a Girl Scouts Western Pennsylvania camp this summer, you’ll build your resume with outdoor certifications and real-life leadership, communication, and problem-solving experiences employers are looking for—all while getting paid to fill your summer with travel, camping, overnight trips, rock climbing, ziplining, horseback riding, archery, swimming, new friendships, and unforgettable memories. Plus, meals, housing, and laundry are all included while you’re at camp.

However you choose to work with us, you’ll be learning new skills while making a difference in the lives of girls. Open positions include:

Assistant Camp Director, Camp Administrator, Healthcare Manager, Lifeguard, Horseback Riding Director, Assistant Horseback Riding Director, Horseback Riding Instructor, Barn Aide, Kitchen Manager, Cook, Kitchen Aide, Program Director, Trip and Travel Director, Counselor-in-Training Director, Activity Specialist, Unit Leader, Unit Counselor, Junior Counselor, Lead Day Camp Counselor, and Day Camp Counselor.

To view more about each open position and learn more about Girl Scouts Western Pennsylvania, visit

GSWPA follows the required CDC and local guidelines.

Don’t apply for just any job this summer. Apply for a job that will set you on a path toward your future career and make a difference in the lives of girls. 💚🙌 NOW is the perfect time to apply for a 2022 summer camp position with us! 👉

Client Relations Specialist

REPORTS TO: Director of Operations
STATUS: Full-Time, non-exempt

POSITION SUMMARY: The Client Relations Specialist serves as the central touch point of client communication — helping clients navigate RTP’s repair process, documentation requirements and identify and apply for resources related to their needs as a homeowner. The Client Relations Specialist is responsible for case management, leading cross-department meetings, management of client referrals, and supporting community partnership agreements. The Client Relations Specialist will interface with all organizational teams.


  • A sincere and deep commitment to the mission of Rebuilding Together Pittsburgh
  • Ability to work cooperatively and communicate effectively with a diverse group of staff, clients and stakeholders
  • Entrepreneurial and enthusiastic about working in a fluid, fast-paced environment with minimal supervision
  • Strong personal work ethic and the desire to take pride in assigned work
  • High emotional intelligence
  • Must be willing to travel throughout the SWPA region
  • Ability to work a flexible schedule that includes occasional weekends
  • Bachelor’s degree preferred, but those without a degree but having relevant experience are strongly encouraged to apply
  • Familiarity of Pittsburgh’s housing and social service landscape desirable.
  • Valid driver’s license required


  • Skilled case manager who can identify needs, implement strategy and juggle a significant volume of cases to completion.
  • Strong interpersonal skills, ability to build teamwork and motivate a wide range of individuals and stakeholders
  • Experience in assessing needs of clients and building working plans to successfully complete intended projects
  • Confident in ability to identify gaps in services and provide recommendations and/or solutions to address these gaps
  • Keen awareness and understanding of the barriers faced by vulnerable populations
  • Excellent written and oral communication skills with an acute attention to the details
  • Proficient in MS Office suite (Word, Excel, Outlook) and eager to engage with new technologies
  • This job is physical in nature.  While performing the duties of this job, the employee is regularly required to stand; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; lift and carry objects weighing up to 35lbs; and talk and hear. Use of computer is required.


Client Relations

Applicant Support and Intake:

  • Connect applicants and offer alternative and appropriate resources when deemed unable to serve.
  • Schedule home assessments with Project Managers and provide support to the Construction staff and check eligibility for other programs/resources in the area and provide client with referral information
  • Collect and compile household information to ensure compliance with the various requirements of different grants and funding sources

Client Onboarding:

  • Collaborate with Project Managers to administer onboarding paperwork.
  • Communicate to clients of their approval status as well as timelines and process of RTP work.
  • Ensure that each client is administered a needs assessment and that any referral information is thoroughly reviewed

Client support while project is active:

  • Provide support in the execution of monthly calls as assigned by the Senior Program Manager as needed.
  • Participate in weekly update pods with assigned Project Managers to ensure both Client Relations and Construction has up-to-date information for the ongoing projects.
  • When applicable, assist clients with applications or participation with outside service providers
  • Document all communication and work with homeowners on Salesforce to ensure effective communication across the Client Relations team and across departments

Client Closeout:

  • Collaborate with the Construction team to administer close out paperwork
  • Review referrals provided to homeowners and ensure homeowner has information to access external services or programs they qualify for.
  • Support in the administration of satisfaction surveys.

Client Management

Coordinate all client referrals:

  • Connect clients to services based upon completed needs assessment and grant requirements
  • Ensure needs assessment, RTP interest form and external service provider material are up to date
  • Maintain regular contact with service providers to ensure the referral is executed
  • When necessary, assist clients with questions or concerns regarding their referral
  • When necessary, assist clients gather the necessary paperwork to successfully enroll in other organizations’ programs.
  • Track and report trends of client referrals seen through intakes and service and referral assessment
  • Track results of referrals, recommend service areas that we need to create or expand a partnership

Community Partnerships:

  • Coordinate the partnerships that support clients receiving homeowner financial counseling
  • Oversee partner portals that refer clients to RTP’s services,

Other Duties:

  • When scheduled, answer main phone line and transfer to appropriate staff member
  • If necessary, recruit administrative volunteer, create work plan for volunteer, and provide weekly supervision
  • On site hospitality support for volunteer events

Temporary Technology Trainer

At Greater Pittsburgh Community Food Bank, we’re committed to diversity, equity, and inclusion. Our organization grows and succeeds when all members of the community, where we live and serve, have a seat at the table to help us ensure all of our neighbors have enough to eat. We invite candidates from all diverse backgrounds, including but not limited to race, gender, sexual orientation, abilities, etc., to join our team.

Job Summary:  Greater Pittsburgh Community Food Bank is looking for an individual with training or education experience, who is interested in working directly with our communities. In this role, you will work directly with SWPA food banks and food pantries to implement an online database for tracking the households they serve. If you’ve taught your older neighbor how to use their smartphone, or walked someone through buying a product on Amazon over the phone, you’ve got the skills we’re looking for. A positive attitude, patience, and perseverance are the key qualities for success in this role.

The Coordinator will concentrate on providing training and support to five Partner Distribution Organizations (PDOs) and their food pantries in order to implement the online database, Link2Feed. The coordinator will execute an implementation plan that will enable food pantries and partners in the Food Bank’s network to utilize the Link2Feed service insight system.  This will include outreach to PDOs, their pantries, training, some data entry, and implementation support. The expectation that all 5 PDOs and their food pantries will be fully using Link2Feed before June 30, 2022.

This is a temporary, 25 to 40 hour position, that is expected to run through June 30, 2022.

Key Responsibilities:

  • Link2Feed Implementation and Management
  • Build strong relationships with each of the Food Bank’s PDOs and key staff at those PDOs.
  • Work with the PDOs to develop a training and implementation timeline for the pantries that the PDO oversees.
  • Work with PDO to train and support individual pantries as they transition onto Link2Feed.
  • Coordinate data transfers from other client record management systems.
  • Update and distribute training materials to food pantries and PDO network.
  • Support and encourage pantries, and other partners as needed, as they transition to Link2Feed, ensuring a smooth process.
  • Conduct remote and in-person trainings for Link2Feed. Work with pantries and partners to get comfortable with remote training.
  • Schedule and conduct training sessions with food pantries and PDO network.
  • Develop and administer surveys through the Link2Feed software, when applicable.
  • Track and evaluate service trends.
  • Support and troubleshoot pantries as they implement Link2Feed onsite.


  • A minimum of three years of programmatic and training experience in a related field.
  • Demonstrated analytical and problem-solving skills resulting in positive outcomes.
  • Ability to work strategically, collaboratively, and effectively with staff members required. Possess an attitude of and appreciation for collaboration.
  • High quality customer service skills with an ability to exhibit objectivity, calmness and helpfulness especially in stressful situations.
  • Excellent written and verbal communication skills, to include professional letter-writing and report preparation. Ability to make presentations and develop and deliver information to a variety of audiences in a variety of ways. Strong interpersonal skills with the ability to effectively communicate complex information in an appropriate manner.
  • Ability, experience and willingness to work with diverse populations.
  • Possess attention to detail and follow through on tasks. Demonstrated organization and time-management skills. Proven ability to multi-task, prioritize workload and meet goals.
  • Prior experience and proficiency in Microsoft Office, including Word, Excel and PowerPoint.
  • Willingness to travel and work evenings and weekends as required.

Certificates: Act 33 & 34 Clearances

Disclaimer: The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all responsibilities, duties, and qualifications required of employees assigned to this job.

How to Apply:  Go to click apply, create a login, fill out our online application and attach resume and cover letter.

Safety and Compliance Manager

At Greater Pittsburgh Community Food Bank, we’re committed to diversity, equity, and inclusion. Our organization grows and succeeds when all members of the community, where we live and serve, have a seat at the table to help us ensure all of our neighbors have enough to eat. We invite candidates from all diverse backgrounds, including but not limited to race, gender, sexual orientation, abilities, etc., to join our team.

Summary of Position: The Safety and Compliance Manager is responsible for setting and maintaining Greater Pittsburgh Community Food Bank’s programs for safety, including food safety, quality assurance, and audit compliance within all regulatory capacities. This position is responsible for verifying and maintaining GPCFB’s food safety and quality standards for all products and for maintaining accurate compliance records in accordance with AIB, Feeding America, and other government inspection agencies.

Duties and Responsibilities:

  • Keep informed and consistently practice the policies and procedures of Feeding America, USDA, FDA, PDA, OSHA, ACHD, DOT and other government regulations pertaining to safety, food handling, storage, sanitation, and disposal
  • Develop and maintain safe-food handling guidelines and tools for GPCFB and its members.  Coordinate training for these parties
  • Monitor, track, and assume responsibility for all member agencies’ compliance to GPCFB food safety training requirements
  • Develop and maintain Quality Control/Quality Assurance program to ensure the safety and quality of products
  • Implement food safety recalls in a timely manner whenever necessary. Ensure appropriate documentation thereof; and communicate actions and results to appropriate regulatory authorities.
  • Train all applicable staff on GPCFB’s GMP standards, regulatory and compulsory requirements, keeping up to date with industry standards and best practices
  • Chair the Safety Committee to ensure compliance with all regulatory oversight, including Feeding America, AIB, and other inspection agencies
  • Assist Partner Agencies, RDOs and/or PDO’s, as directed, with warehouse compliance training, including performing facility audits as needed
  • Investigate accidents to implement preventative measures where applicable
  • Maintain ongoing records of all accidents reported by employees, volunteers, or other visitors to the building.  Recommend appropriate actions to upper management
  • Oversee bi-annual AIB audit process as the subject matter expert for all requirements
  • Take ownership of all requirements of the Feeding America audit as it relates to the Operations function
  • Responsible for enforcing a Powered Industrial Truck program. Ensure that only trained staff who have successfully completed the training program are allowed to operate powered industrial trucks such as pallet jacks, reach trucks, and forklifts.  Ensure that employees inspect powered industrial trucks at the beginning of each work shift and complete the appropriate inspection forms.  Training documentation must be maintained on each trained operator
  • Oversees the Food Safety Team.  The Food Safety Team conducts monthly inspections of the entire facility and outside grounds.  On completion of food safety inspection an action plan to ensure any non-conformances are dealt with immediately and appropriately. Ensure a completion date is entered into the inspection to document the corrective action has been carried out.  Retain and file the inspection
  • Inspect Insect-susceptible food products in the warehouse that have been on inventory over 28 days.  Monthly documentation must be maintained.
  • Additional responsibilities as defined by management


  • Experience with AIB, FDA, USDA, OSHA, or other regulatory agency requirements for warehouse inspection.
  • Must have excellent customer service skills
  • Must be able to communicate enthusiastically and professionally
  • Good, accurate database management skills are required
  • Proficient in MS Office: i.e., Word, Excel, PowerPoint
  • Must have the ability to interact effectively with individuals of diverse backgrounds, experiences, and personalities
  • Strong interpersonal skills, good time management skills, and strong oral and written communication skills
  • Demonstrated ability to work independently and meet deadlines while managing multiple tasks and changing priorities
  • Must be able to meet crises calmly, show attention to detail and accuracy, and can work with a minimal supervision.
  • Familiar with pallet jack, forklift and other warehouse related equipment
  • Ability to make presentations and develop and deliver information to a variety of audiences
  • 5 years of food distribution industry experience preferred
  • Knowledge of food bank programs and the mission of food banks is a plus

Certificates: Act 33 & Act 34 Clearances, First Aid / CPR Certification, Seafood HACCP Certification and Food Safety Certification


The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all responsibilities, duties, and qualifications required of employees assigned to this job.

How to Apply:  Go to click apply, create a login, fill out our online application and attach resume and cover letter.

Customer and Administrative Services Manager

The Minerals, Metals & Materials Society (TMS), a non-profit, 501(c)(3) international professional society of scientists and engineers, has an immediate opening for a locally based Customer and Administrative Services Manager. The manager is responsible for managing the staff and responsibilities of the Customer & Administrative Services Team, including the administrative and project support provided for all departments, assuring the orderly and timely completion of membership administration and meeting registration functions of the Society, and fostering and implementing a team approach that effectively addresses internal and external customer needs while proactively ensuring the integrity of member and nonmember data.

Headquartered in McCandless, a suburb of Pittsburgh, Pennsylvania, TMS is in the process of resuming in-office operations. This is an in-office position with the potential for occasional remote work.

TMS requires new employees to be fully vaccinated for COVID-19 by the first day of employment as a condition of employment, subject to accommodation.


  • Associate or Bachelor’s Degree in Business Administration or a related field, preferred
  • Three to five years of customer service experience, ideally in an association environment; supervisory experience preferred.
  • Possess and demonstrate cultural awareness and sensitivity, respect, flexibility, and sound work ethics; willingness and ability to be hands on with details.
  • Proficiency in maintaining and utilizing industry-standard association management database systems (iMIS preferred).
  • Proficiency in Microsoft Office environment (Word, Excel, PowerPoint, Teams) and experience querying databases using Crystal Reports or similar programs.
  • Basic knowledge of accounting and related processes including accounts receivable processing and daily posting/reporting.
  • Ability to handle multiple priorities and deadlines effectively.
  • Excellent grammar, spelling, punctuation, composition, data entry skills, and verbal and written communication skills.
  • Excellent interpersonal, communication, management, problem-solving, and leadership skills.
  • High degree of comfort communicating with members/customers for whom English may not be the primary language.
  • Position includes duties that may require travel (10% or less) and occasional weekend work.


  • Leads the daily operations of the TMS Customer & Administrative Services Team and maintains orderly, efficient, and client-friendly operations.
  • Provides daily direction and assistance to Customer & Administrative Services to ensure the accurate and timely completion of all activities related to member services, meeting services, subscription management, member/customer inquiries, and administrative/project-based support provided for all TMS departments, including daily distribution of mail, outgoing mail/shipments, supplies, and internal meeting support and administrative record-keeping; works closely with TMS leadership to ensure the proper prioritization of all activities.
  • Develops protocols and implements tactics to assure that data is entered and managed in the association management system in a consistent and accurate manner; develops and implements data integrity tactics to proactively validate existing data, identify and fulfill any information gaps, and correct known data inaccuracies.
  • Manages the administrative and project support provided by the Customer & Administrative Services Team for all departments.
  • Assists in processing meeting registrations, including invoice generation, payment processing, refund requests, and customer inquiries.
  • Assists in processing applications for membership, including the Material Advantage program, and pulls online application reports daily. Enters member dues bill batches in a timely and accurate manner.
  • Implements and assists in planning all proactive point-of-contact marketing and telemarketing efforts carried out by the Customer & Administrative Services Team.
  • Devises, generates, and coordinates reports on Customer & Administrative Service Team activities, inclusive of regularly scheduled reports, as well as unique reports requested by internal and external clients.
  • Establishes and maintains benchmarks and metrics to measure Customer & Administrative Service Team performance and uses these to assure that a measurably high level of service is provided to members and customers; pursues tactics to continuously improve this level of service.
  • Assures that member and customer data is handled in compliance with privacy and legal requirements.
  • Provides project assistance to the Membership & Advocacy Department Head as needed.
  • Assures the administration of the membership and meetings e-mail inboxes.
  • Assures that the reception desk and customer service area is effectively staffed during core TMS business hours.
  • Other duties as assigned.

Interested candidates should submit a cover letter and professional resume. No phone calls, please. TMS is an Equal Opportunity Employer.

Front Desk Receptionist

At Greater Pittsburgh Community Food Bank, we’re committed to diversity, equity, and inclusion. Our organization grows and succeeds when all members of the community, where we live and serve, have a seat at the table to help us ensure all of our neighbors have enough to eat. We invite candidates from all diverse backgrounds, including but not limited to race, gender, sexual orientation, abilities, etc., to join our team.

Summary of the Position:

The Front Desk  Receptionist is the first point of contact many people have with Greater Pittsburgh Community Food Bank and handles the flow of visitors, calls and communications through the Food Bank in an accurate, high quality and timely manner.

The incumbent should demonstrate passion for social services, provide outstanding customer service, demonstrate empathy, enthusiasm and perseverance and embody the respect we have for people we serve as well as for our partners and community members who join us in this effort.

This position also serves as a administrative assistant for the Human Resources Department, completing basic clerical task.

Front Desk Duties and Responsibilities:

  • Serve visitors by greeting, welcoming, directing and announcing them appropriately
  • Answer, screen and forward any incoming phone calls via a multi-line telephone system
  • Ensure that guest and staff are taking their temperatures as they enter the facility
  • Receive and sort daily mail/deliveries; maintain postage machine; train pertinent staff in outgoing and incoming mail procedures
  • Maintain security by following procedures and controlling access (monitor logbook, issue visitor and volunteer badges)
  • Update appointment calendars and schedule meetings/appointments
  • Perform other clerical receptionist duties such as filing, photocopying, collating, faxing etc.
  • Data entry, data maintenance, and some cross-departmental office support
  • Maintain an adequate supply of all common office supplies
  • Maintain schedule of front desk coverage
  • Create ID badges for new staff
  • Maintain a clean and welcoming area for our guest
  • Take the mail to the post office daily


  • Excellent communication skills both written and verbal
  • Excellent customer service
  • Proficient using Microsoft Office
  • Ability to be resourceful and proactive in dealing with issues that may arise
  • Ability to keep calm, organize, multitask, prioritize and work under pressure
  • High School Diploma required
  • Employee must pass Act 33 and Act 34 Background checks
  • Ability to move or lift 25-50 pounds


The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all responsibilities, duties, and qualifications required of employees assigned to this job.

How to Apply:  Go to click apply, create a login, fill out our online application and attach resume and cover letter.