Administrative Assistant – On-Site Pantry & Program Department

Greater Pittsburgh Community Food Bank

Website Greater Pittsburgh Community Food Bank

At Greater Pittsburgh Community Food Bank, we’re committed to equity, diversity 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: Provide administrative support primarily to the Food Bank’s on-site Pantry Manager and secondarily to the Program Department leadership team as needed. The position works with many functions of the organization and plays a critical role in ensuring timely execution of activities. The Administrative Assistant will assist with online inventory, place orders, create and maintain service user records, enter data and build reports, and support the Programs leadership team with a variety of administrative duties.

Key Responsibilities:

On-Site Pantry (approximately 60% of time)

  • Provide food assistance to neighbors in need with dignity and respect.  This includes every aspect of pantry service such as conducting intake, surveying shoppers about product needs and maintaining an up-to-date list of those items, developing and sending various communications and assisting shoppers.
  • Support pantry team with online ordering system operations, known as OrderAhead.   This may include, but is not limited to, taking pictures of product, entering inventory, printing orders and following up with shoppers.
  • Register shoppers and collect data needed for programmatic participation.
  • Confirm appointments and attendance at workshops and events.  Conduct post-participation follow up as required.
  • Confirm volunteer participation to ensure there is an appropriate amount for each shift.
  • Perform administrative duties work for locker system, a way that shoppers can order product and pick it up at appointed times.
  • Assist pantry team with inventory management.  This may include, but is not limited to, checking expiration dates, rotating stock and restocking, spotlighting items close to code date and ordering product.
  • Provide information and referrals to other social services for which shoppers may be eligible, one of which is the Food Bank’s in-house SNAP application assistance.
  • Assist with timely and appropriate follow-up.
  • Participate in direct-service activities related to programmatic events where Food Bank representation is requested or needed.
  • Provide broad-spectrum support to GPCFB member network and Partner Network Programs team as required.
  • Attend some pre-planned evening and/or weekend meetings and/or events as needed.
  • Stay current with food safety training certifications provided to all food pantry staff.

Program Department Leadership (approximately 40% of time)

  • Support administrative needs of Program leaders, performing general administrative duties such as processing mail, ordering supplies, preparing and handling the processing of purchase orders, organizing and maintaining department and computer files (databases, spreadsheets, documents), word processing, composing and completing correspondence, managing incoming phone calls and taking messages.
  • Making travel arrangements and coordinating with leadership to complete expense reports as needed.
  • Organize and coordinate scheduling, agendas, and materials for Programs’ leaders:
  • Schedule Food Bank meeting spaces, on-site and off-site, for various calendars. Develop presentations using Microsoft Office applications, including PowerPoint presentations for meetings as required. Maintain meeting calendars and invites, and ensure materials are prepared and provided for meetings. Record and transcribe minutes if needed.
  • Assist with the preparation of specified Programs reports and handling of Programs data and statistics.
  • Provide backup coverage at Food Bank’s front desk reception and-or Food Bank pantry reception as requested.


  • A minimum of three years administrative assistant experience reporting to more than one supervisor and working with and across multiple teams.
  • Excellent proficiency with Microsoft Word, Excel and PowerPoint.
  • Must demonstrate integrity with confidential information.
  • Must be willing to learn food bank specific technology, i.e., food inventory computer system, computerized record-keeping system(s).
  • Excellent organizational, written, verbal, and telephone skills.
  • Great attention to detail with an emphasis on accuracy.
  • Proven ability to successfully handle multiple projects, prioritize and meet critical deadlines.
  • Ability to work strategically, collaboratively, and effectively with staff across many departments
  • Ability to lift up to 40 pounds as needed when assisting Programs’ teams.
  • Display ease and comfort with people of different backgrounds, abilities, opinions and perceptions.
  • Must possess a valid Pennsylvania Driver’s license.  Work travel, if required, is reimbursed at the federal reimbursement rate.

Preferred Qualification: Experience using any type of computerized inventory software.

Certificates: PA State Police Background clearance, PA Child Abuse History Clearance, Federal Criminal History Record Information (FBI Report).


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. Other duties may be assigned by management as required.

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

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