Administrative Assistant - PCI

Second Harvest Foodbank of Southern Wisconsin, Inc.; Madison (WI); On-site; USD 44,000 - 53,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

401(k) Retirement Plan with 5% match

Short Term Disability Insurance

Long Term Disability Insurance

Life and AD&D Insurance

Paid Time Off starting at 23 Days per‑

15 Paid Holidays per year

Floating Holidays

Paid Family Leave

Employment Transition Pay

Job summary

Second Harvest Foodbank of Southern Wisconsin, Inc. is seeking an administrative support professional to assist the Partnerships and Community Impact Department.

You will coordinate Mobile Pantry activities, manage calendars, and respond to outreach requests while ensuring data is accurately entered into Salesforce and other systems. The role requires strong customer service, MS Office skills, and the ability to work across remote and in-person settings.

Qualifications

• High School Diploma or GED required.
• Two or more years of relevant administrative support experience.
• Ability to pass background check.
• Experience with CRM systems such as Salesforce preferred.

Responsibilities

• Support Mobile Pantry coordination and admin tasks.
• Maintain calendars, respond to outreach requests, and schedule coordinator calls.
• Prepare and manage Salesforce data, reports, and training materials.
• Track partner data, grants, and KPIs across departments.
• Assist PCI initiatives, procure supplies, and update partner communications.

Skills

Time management

Customer service

MS Excel

Coordination

Teamwork

Education

High School Diploma or GED

Tools

Salesforce

Active Campaign

Job description

About Second Harvest

At Second Harvest, we believe that nutritious food belongs to us all. Since 1986, we have supported our neighbors to achieve food security across 16 counties in southwestern Wisconsin. As a food bank, we work with a network of almost 300 food distribution partners to achieve our strategic goals of nutrition security and food equity for all.

Description

About Second Harvest. At Second Harvest, we believe that nutritious food belongs to us all. Since 1986, we have supported our neighbors to achieve food security across 16 counties in southwestern Wisconsin. As a food bank, we work with a network of almost 300 food distribution partners to achieve our strategic goals of nutrition security and food equity for all.

Vision

Everyone in our community has enough nutritious food to thrive.

Mission

Second Harvest exists to end hunger in southwestern Wisconsin.

Values

– Integrity | Trust | Humility | Inclusion | Equity | Innovation

Summary

This position supports the Department of Partnerships and Community Impact by performing key administrative tasks that advance the work of the Department staff in deepening connections across our service area.

Position Responsibilities & Essential Functions

• Mobile Pantry (MP) Coordination Support
  • Working closely with Quality Assurance coordinators, create the menu document for mobile pantries, emailing or printing copies as needed.
  • Administer texting regarding cancellations and changes.
  • Maintain the Mobile Pantry calendar. Including confirming dates with MP coordinators.
  • Respond to incoming external outreach requests in accordance with established criteria.
  • Schedule MP Coordinator calls, monitor registration, and take notes.
  • Monitor incoming MP reporting, follow up as needed to address missing or inconsistent data, and ensure data is successfully imported into the AE survey.
• Salesforce Support
  • Work with the Community Impact Projects Manager to maintain accurate and up-to-date Salesforce data.
  • Create and run reports on partnership activities for Community Representatives, and SHF leaders.
  • Develop and maintain staff training materials for Salesforce processes across SHF.
  • Work with Quality Assurance coordinators to ensure food safety certification information is entered and kept up-to-date in Salesforce.
  • Maintain email tracking, audience segmentation, and tagging in Salesforce and Active Campaign as needed.
• Partner Data Reporting Support
  • Monitor reports and dashboards for reporting and compliance, sending reminders as needed to Community Representatives.
  • Ensure all partner guest data is completed, verifying once per quarter and working with Community Representatives to ensure updates.
  • Work with Community Representatives to track finance questions, such as the applications of grants to partner accounts.
• PCI Support
  • Order supplies requested and approved for partners and mobile pantries and ensure timely delivery.
  • Update SH Partner Portal content with most recent communications, training, and news. Also monitor the embedded chat function for content, prompts, and responses.
  • Maintain updates and accuracy of forward-facing resources including SH Find Food, 211 and others.
  • Support the administration of Harvest Wallet offers, document creation, file organization, and data management.
  • Update internal databases for accuracy in partner contact communications.
  • Respond to incoming PCI inquiries from the SHF website.
  • Support Departmental Administrative Coordinator in PCI initiatives and Partner Events.

Skills And Abilities

• Ability to manage frequent, time sensitive requests with efficiency, and flexibility to prioritize tasks due to changing needs.
• Ability to coordinate with peers across departments, with remote staff, and with external partners.
• Demonstrated experience providing a high level of customer service, including providing information and responding to questions from partners and the public.
• Ability to cultivate inclusive working relationships with staff across departments, community partners and neighbors, as needed.
• Experience with the MS suite, including Excel, Word, and Outlook.

Salary Range: $44,000 – $52,800/year or $21.15 - $25.38/hour

Benefit Package Includes

• Health Insurance (we pay 90% of premium for full-time employees)
• Dental Insurance
• Vision Insurance
• 401(k) Retirement Plan with 5% match
• Short Term Disability Insurance
• Long Term Disability Insurance
• Life and AD&D Insurance
• Paid Time Off starting at 23 Days per year
• 15 Paid Holidays per year
• Floating Holidays
• Paid Family Leave
• Employment Transition Pay

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job operates in a professional office and at community sites within the territory for meetings. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, etc. The employee is occasionally required to work in outdoor conditions and extreme temperatures. The noise level in the work environment is usually moderate.

In instances of a federal, state or locally declared emergency, Second Harvest Foodbank of Southern Wisconsin is typically considered an essential service and emergency responder; all its employees may be called in to perform regular or emergent duties outside the scope of their usual responsibilities.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand; walk; use hands to finger, handle or feel; reach with hands and arms; talk; and hear. The employee must have the ability to work on a computer for several hours at a time. The employee is occasionally required to stoop, kneel, crouch or crawl, taste/smell and lift and/or move up to 20 pounds.

Requirements

Qualifications:
Required

• High School Diploma or GED.
• Two or more years of relevant work experience in administrative support, customer support, research, data management, or other related fields.
• Ability to successfully pass background check

Preferred

• Post High School classes or training in a related field is desired.
• Experience with a Customer Relations Management system, such as Salesforce.
• Previous professional experience with non-profit organizations.