Administrative Coordinator

Job Description 

Title: People, Finance and Facilities Coordinator

Reports to: Director of People and Facilities

Status: Full-Time, exempt

Hours: In-person, Monday-Friday, 8:00a-5:00p (across WSCAH's NYC locations)

About Us

West Side Campaign Against Hunger (WSCAH)—established in 1979 and one of the largest and most successful food pantries in New York City—provides emergency food assistance and supportive services, including access to benefits like Supplemental Nutrition Assistance Program (SNAP), to low-income New York families. West Side Campaign Against Hunger's mission is to alleviate hunger by ensuring all New Yorkers have access with dignity to a choice of healthy food and supportive services.

Compensation and Benefits

The salary range for this position is $45,000 - $47,000 based on experience and qualifications. WSCAH offers a comprehensive benefits package, including company-paid medical, dental, and life insurance, a 403b retirement plan with a 6% match after one year of employment, paid vacation leave, as well as paid holidays, including company-wide time off between Christmas and New Year.

Position Overview

The People, Finance, and Facilities Coordinator plays a key operational role at WSCAH, supporting the administrative needs of our Facilities, Finance, and People & Culture teams. Based primarily at our 180th Street location, the Coordinator ensures day-to-day workflows run smoothly while providing exceptional support for organizational projects and staff needs. 

Key areas of responsibility will include :

Reception and Office Support

• Open and prepare the office and reception area for daily activity 

• Greet and assist staff, volunteers, and guests, ensuring a welcoming and informed experience 

• Answer, screen, and route incoming calls 

• Support general office administrative functions 

• Manage volunteer check-ins and respond to general inquiries about WSCAH's services and programs 

• Provide basic information to guests and the public about WSCAH's programs, services, and events 

People & Culture and Executive Support

• Manage scheduling and calendaring for the CEO and Board of Directors 

• Support the planning and execution of staff engagement activities, including but not limited to lunch coordination, cleaning up after meeting 

• Maintaining the staff birthday calendar and coordinating birthday celebrations 

• Planning and executing monthly all-staff meetings and weekly team lunches 

• Assisting with event planning logistics, such as researching venues, making reservations, coordinating catering, ensuring necessary equipment is secured and set up appropriately 

• Collaborate with the Director of People and Facilities to efficiently and effectively onboard new hires, revise organizational charts, and maintain information systems 

• Assist with scheduling internal trainings and professional development opportunities 

Finance, Facilities & Technology Support

• Collect, reconcile, and file credit card receipts and perform basic data entry (ex. Gift receipts) 

• Manage office and operational needs including placing and tracking orders from suppliers when needed to ensure operational efficiency 

• Coordinate with external vendors (IT, internet, phones, printers, etc.) to resolve tech issues and facilitate maintenance as needed 

• Schedule facilities-related repairs and preventative maintenance 

• Assist with special projects and perform other administrative duties as assigned 

Qualifications

We are looking for a detail-oriented, tech-savvy team player who thrives in a fast-paced, mission-driven environment. The ideal candidate will bring:

• 2-4 years of administrative or operational support experience 

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred 

• Strong organizational and communication skills 

• Comfort with handling confidential information 

• Proficiency in Microsoft Office 365 and ability to learn new systems 

• Ability to prioritize and multitask effectively 

• Commitment to WSCAH's mission of dignity, community, and choice 

• Proficient in spoken and written English; Spanish language proficiency is preferred 

Desired Competencies

WSCAH has identified the following core competencies as essential for success in this role: 

• Detail-Oriented – Demonstrates accuracy and thoroughness in all aspects of administrative and operational work, including data entry, scheduling, and event coordination. 

• Technological Proficiency – Comfortable navigating software platforms and digital systems, with the ability to troubleshoot basic tech issues and collaborate with IT providers. 

• Teamwork and Collaboration – Works effectively across departments and with a range of stakeholders, fostering a supportive and cohesive workplace environment. 

• Mission Alignment – Exhibits a clear commitment to WSCAH's values and goals, supporting dignity and access in every interaction. 

• Communication Skills – Communicates clearly and professionally, both verbally and in writing, while engaging with staff, board members, volunteers, and external partners. 

While the above experience and skills are preferred, applicants are encouraged to apply even if they don't currently meet all the qualifications listed. This job description is intended to convey information essential to understanding the scope of the position. It may not be an exhaustive list of skills, efforts, responsibilities, or working conditions associated with the position.

At WSCAH, we believe that our diversity makes us stronger. We are committed to building an inclusive, equitable, and welcoming team that reflects the communities we serve. WSCAH is an equal opportunity employer and does not discriminate based on race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.