Administrative Assistant, Agency Relations & Programs – Meridian

Feeding America; Meridian (ID); On-site; USD 42,000 - 54,000; Full time

Job summary

The Idaho Foodbank is seeking an Administrative Assistant for Agency Relations & Programs in Meridian. This role provides essential administrative support, coordinates partner agency documentation, and maintains data across systems.

You will assist with meetings, events, and reporting, ensuring accuracy and confidentiality while supporting statewide programs and partnerships. A strong work ethic and detail orientation are required.

Qualifications

• Associate degree in Business Administration, Office Management, or related field preferred; equivalent experience may be substituted.
• Minimum of two years of administrative support experience.
• Experience supporting multiple staff and projects preferred.
• Experience in nonprofit or food banking environment desirable.

Responsibilities

• Coordinate partner agency documentation and onboarding materials.
• Maintain partner agency files and databases; audit documentation.
• Support compliance and reporting activities; track monitoring timelines.
• Schedule meetings, events, and prepare agendas/minutes.
• Assist with travel arrangements, expense coordination, and budgeting support.

Skills

Administrative support

Multitasking

Strong written and verbal

Microsoft Office

Communication

Education

Associate degree

Tools

SharePoint

Ceres

Forms

Teams

Job description

Administrative Assistant, Agency Relations & Programs - Meridian

Job Summary:

The Agency Relations & ProgramsAdministrative Assistantprovides critical administrative and operational support to the Agency Relations & Programs team. This positionis responsible forcoordinating partner agency documentation, supporting compliance and reporting activities,maintainingrecords and databases,assistingwith 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 andResponsibilities:

Partner Agency Administration

• Manage partner agency agreements and supporting documentation, including scanning, electronic signature processes, filing, and uploading documents into organizational systems.
• Maintain partner agencySharePointfiles and conduct periodic audits to ensure required documentation is complete and current.
• Arrangeandmaintainagency onboarding materials, manuals, binders, and resource documents.
• Coordinateand routenew partner agency applications for review and follow-up.
• Assistwith mobile administrativetaskssuchas,mobile calendar,people served reporting,andmobile packets.
• Develop, manage, andmaintainelectronic forms and surveys; organize,compile responses,assistin data analysis and record management.
• Coordinate annual partner agency mailings and appreciation.

Systems Administrationand Compliance Support

• Track agency monitoring timelines;peopleserved reportingand support coordinators in maintaining compliance records.
• Coordinate and manage the annual agency card audit process.
• Enter andmaintainprogram participation data within Ceres and other database systems.
• SupportAgency Express Administrativetasks, including unsubmitted cart reviewandagency calendar.
• Regularlymonitorthedepartment’semail,calendar/planner,and other shared sources of information.
• MaintaindepartmentSOP repositoryand update as needed.

Meetings, Events, and Project Support

• Coordinatelogistics, preparation materials, agendas, and meeting minutes for Partner Agency Advisory Council(PAAC) meetings.
• Provideadministrative andproject management support for annual Partner Conferences and other statewide events.
• Assistwith 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 filesin accordance withdocument retention policies.

Administrative and Financial Support

• Manageholidaygift card inventory, tracking logs, distribution records, and related reporting.
• Assistwith corporate credit card reconciliation and documentation.
• Prepare and process expense reports and supporting documentation.
• Provide budget tracking and administrative support for departmental financial activities.
• Assistwith travel arrangements, itineraries, accommodations, and expense coordination for team members and statewide travel activities.
• Support other administrative projects and departmental initiatives as assigned.

Knowledge,Skillsand 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 experiencerequired.
• 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.
• Proficiencyin Microsoft Office, including Outlook, Excel, Word, PowerPoint, Forms and Teams.
• Experience working with databases, document management systems, and onlineformsplatforms.
• Strong written and verbal communication skillsare important.
• Ability tomaintainconfidentiality and exercise sound judgment.
• Strong customer service skills and ability to work effectively with community partners and internal stakeholders.

This positionoperatesin 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,principlesand best practices for food safety.
• Understand the personal responsibility to follow all safety policies and health rules,programsand procedures, to report all unsafe acts,environmentor behaviorsimmediatelyand to always report safety issues,incidentsor accidentsimmediately.

Employment Requirement

• Negative Drug Screen

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 willbe requiredto follow any other job-related instructions and to perform any otherjob-relatedduties 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 essentialjobfunctions 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, weliveour core values ofBelonging,Commitment, andCollaboration.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 IdahoFoodbank 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