Administrative Support Specialist

Socket.dev; Baltimore (MD); On-site; USD 32,000 - 36,000; Full time

Job summary

The Maryland Food Bank is seeking an Administrative Support Specialist to ensure a welcoming, efficient front desk at our headquarters and warehouse. You will be the first contact for visitors, volunteers, vendors, and staff, handling inquiries, check-ins, mail, donations, and basic donor records in a fast-paced environment.

This role requires a high school diploma or GED, 2+ years in office support, and proficiency with Microsoft Office. The position is Monday–Friday, 8:00 a.m.

Qualifications

• High school diploma or GED is required.
• At least two years of administrative or customer service experience.
• Ability to maintain confidentiality of sensitive information.
• Strong organizational, multitasking, and detail-oriented skills.
• Excellent verbal and written communication skills.
• Professional demeanor with diverse groups.
• Proficiency with Microsoft Office, especially Excel and Outlook; ability to learn new technology.

Responsibilities

• Serve as the first point of contact for visitors, volunteers, vendors, and employees, creating a professional and welcoming front-desk experience.
• Answer, triage, and direct incoming calls; respond to general email and website inquiries.
• Manage visitor check-in, temporary badges, guest logs, and other building safety procedures.
• Receive, sort, log, and distribute incoming mail, packages, donations, and payments; prepare outgoing mailings.
• Accept and securely process donations in accordance with procedures; enter donation information and support donor records.
• Coordinate front-desk volunteer schedules, coverage, assignments, and workflows; train volunteers as needed.
• Coordinate meeting room reservations and assist with in-house meeting and event planning.
• Maintain office supplies and administrative records.

Skills

Excellent communication

Strong organization

Attention to detail

Confidentiality

Teamwork / collaboration

Train volunteers

Education

High school diploma or GED

Tools

Microsoft Office

Excel

Outlook

Job description

The Maryland Food Bank (MFB) is a nonprofit, anti-hunger organization whose mission is to feed people, strengthen communities, and end hunger for more Marylanders. MFB does this work by expanding access to nutritious food while also seeking to eliminate the root causes of hunger.

MFB’s distributes food through a statewide network of community-based organizations from Maryland’s western mountains to its Eastern Shore. Last year, the Maryland Food Bank distributed enough food to provide the equivalent of more than 41 million meals, or about 114,000 meals every day. This healthy food supports children, seniors, veterans, and hard-working families. Beyond food distribution, MFB works to end hunger for more Marylanders by offering job training programs, access to supportive services and benefits, and by advocating to change to the laws, policies, and practices that create food insecurity for more than 1 in 3 Marylanders.

The Maryland Food Bank embraces a philosophy which recognizes and values diversity. Our goal is to attract, develop, retain, and promote a talented diverse workforce in a culture where all employees will contribute to their fullest potential.

About the position

The Administrative Support Specialist ensures a welcoming, efficient front desk and reception area at the Maryland Food Bank’s headquarters and warehouse. Serving as a primary point of contact for visitors, volunteers, vendors, and employees, this role supports multiple departments, facilitates clear communication, and helps create a respectful, dignified experience for everyone we serve.

Primary Responsibilities:

• Serve as the first point of contact for visitors, volunteers, vendors, and employees, creating a professional and welcoming front-desk experience.
• Answer, triage, and direct incoming calls; respond to general email and website inquiries.
• Manage visitor check-in, temporary badges, guest logs, and other building safety procedures.
• Receive, sort, log, and distribute incoming mail, packages, donations, and agency payments; prepare outgoing and bulk mailings.
• Accept and securely process food and monetary donations in accordance with Finance and Donor Services procedures.
• Enter donation and payment information accurately; support basic donor record updates and inquiries.
• Coordinate front-desk volunteer schedules, coverage, assignments, and workflows.
• Train front-desk volunteers and support volunteer check-in and orientation as needed.
• Coordinate meeting room reservations and assist with in-house meeting and event planning.
• Maintain office supplies, front-desk equipment, organizational directories, and related administrative records.

Basic Qualifications:

• High school diploma or GED.
• At least two years of experience in an administrative, customer service, or related role.
• Ability to maintain confidentiality of employee, donor, and volunteer information.
• Strong organizational, multitasking, and attention-to-detail skills.
• Excellent verbal and written communication skills.
• Professional, approachable demeanor and the ability to work effectively with diverse groups.
• Ability to work independently, follow direction, adapt to changing priorities, and meet deadlines.
• Sound judgment and critical-thinking skills, including the ability to anticipate needs.
• Ability to train, coach, and clearly communicate daily tasks to others.
• Proficiency with Microsoft Office, particularly Excel and Outlook, and the ability to learn new technology.
• Ability to pass a pre-employment drug screening, including marijuana, and background check

Preferred Qualifications:

• Conversational Spanish proficiency.
• Experience coordinating or training volunteers.
• Experience handling donations, payments, donor records, or other confidential financial information.

Supervisory Responsibility:

• This position has no direct supervisory responsibility.

Work Environment:

• The Administrative Support Specialist generally works Monday through Friday, 8:00 a.m. to 4:30 p.m. Hours may vary to support special events.
• This role is primarily based in an office setting but also works in and around the warehouse, where noise levels and temperatures may fluctuate. The ability to lift and move up to 25 pounds is required.

Pay Range

• $23 - $26 / per hour

Nothing matters more to the Maryland Food Bank than our strong ethical and safety commitments. As such, all positions require a background check and drug screen.

To learn more about the Maryland Food Bank, visit www.mdfoodbank.org.