Administrative Coordinator

Providence Farm Collective; Town of Orchard Park (NY); On-site; USD 52,200 - 63,800; Full time

Job summary

A community-focused non-profit organization in Orchard Park seeks an Administrative Coordinator to provide vital administrative support across its programs. The ideal candidate will manage customer intake systems, invoicing, and supplies purchasing while demonstrating strong organizational and communication skills. This full-time role offers a salary of $58,000 and is committed to fostering diversity and inclusivity within its team.

Qualifications

• Proven experience in administrative support roles.
• Ability to manage multiple priorities independently.
• Comfortable working with data and basic reporting.

Responsibilities

• Implement and maintain systems for customer intake for the 1115 Waiver Program.
• Serve as the primary customer service contact for program customers.
• Create and submit invoices for services provided.

Skills

Organizational skills

Data management

Customer service

Communication skills

Tools

Microsoft Office

Google Workspace

QuickBooks Online

Excel or Google Sheets

Job description

Administrative Coordinator Job Description

Our mission: Cultivating farmer-led and community-rooted agriculture and food systems to actualize the rights of under-resourced peoples.

Providence Farm Collective (PFC) is a non-profit organization established in 2019 with a vision of empowering just and equitable access to food and farmland! PFC provides underserved communities and individuals in Western New York with land to farm; business and farming education; affordable fresh produce; a place to share cultural farming traditions and the social, emotional and health benefits of nature. For more information on PFC visit ProvidenceFarmCollective.org.

Job Description

The Administrative Coordinator provides essential administrative support across multiple programs. This position plays a key role in implementing and maintaining customer intake and management systems for the 1115 Waiver program, which provides healthy food and meals to qualified recipients. The Administrative Coordinator will serve as the primary point of contact for customers, and support invoicing and data analysis for the program.

This position also manages purchasing for office and farm supplies, as well as inventory for the retail store and 1115 Waiver program, and administers organization-level systems including the organizational calendar and constituent databases. The ideal candidate is highly organized, detail-oriented, and comfortable balancing customer service, financial tasks, and systems management. The Administrative Coordinator reports directly to the Finance & Operations Director and is a full-time, year-round position.

Key Responsibilities

Program Administration & Customer Support (1115 Waiver Program)

• Implement, and maintain systems and processes for customer intake and success management for the 1115 Waiver Program.
• Serve as the primary customer service point of contact for program customers.
• Create and submit invoices for services provided under the 1115 Waiver program.
• Assist with data collection, reporting, and basic analysis related to program performance and operations.
• Categorize and code financial transactions according to funding source and program area.
• Process bills and invoices for payment.
• Manage purchasing for office and farm supplies, as well as inventory for the PFC Farm Store and 1115 Waiver program.
• Place and track orders with vendors and suppliers; maintain accurate purchasing and inventory records.
• Assist the Finance & Operations Director with grant tracking, reporting, and compliance documentation.
• Administer organization-level systems, including the organizational calendar and constituent databases.
• Maintain accurate financial and administrative records to support audits and reporting requirements.
• Other duties as necessary

Requirements / Qualifications

• Hard working, organized, and self-motivated.
• Ability to manage multiple priorities and work independently.
• Experience in administrative support roles.
• Comfort working with data and basic reporting or analysis.
• Proficiency with common office software (Microsoft Office, Google Workspace).
• Excellent written and verbal communication skills.

Preferred

• Familiarity with basic accounting principles.
• Experience with healthcare, human services, or government-funded programs (such as Medicaid or 1115 Waiver programs).
• Experience with grant management or nonprofit accounting.
• Proficiency with QuickBooks Online and Excel or Google Sheets.

Core Competencies

• Process improvement and systems thinking
• Accuracy and confidentiality
• Time management and follow-through
• Collaborative and supportive work style

Term and Hours

This is a full-time, year-round position at $58,000 salary. The position is open until filled.

Application and Interview

Providence Farm Collective is committed to fostering a diverse and inclusive community; we consider applicants for employment without regard to, and do not discriminate based on, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.