Overview
Operations and Administrative Coordinator Jobs in Greater Minneapolis-St. Paul Area at Every Meal
Title: Operations and Administrative Coordinator
Company: Every Meal
Location: Greater Minneapolis-St. Paul Area
ORGANIZATION SUMMARY: Every Meal exists to fight child hunger through community and school partnerships. Through our network of community partners, we work hard to get food to kids who live in food insecurity, which means they don’t always know where their next meal is coming from. Every Meal strives to make a difference in children’s lives by specifically focusing on food “gaps” – the times when the children aren’t at school to access the meal programs. We have had tremendous growth in the last ten years, going from serving one school to over 500 distribution sites, but there are still 300,000 kids in Minnesota who don’t have enough to eat.
Every Meal develops and supports successful partnerships between sponsoring community organizations and schools in need. This partnership-based model has allowed us to make a broad and sustainable impact in the fight against child hunger, because we believe that it is not a supply problem, but a distribution problem.
MISSION:
Fight child hunger through community and school partnerships.
VISION:
Every Child. Every Meal. ™
VALUES:
- Relationships: All our work relies on intentional relationships. We take care of each other and work together to best fight child hunger in our community. At Every Meal, relationships are key to learning, building, and taking action to create an organization and culture that is welcoming, inclusive, and anti-racist.
- Commitment: Ambition and drive are fundamental aspects of our mission and program, and we must employ them every day. We recognize that mere adequacy does not align with our mission. To be a dynamic team, we need versatility and a commitment to getting the job done.
- Thoughtful Communication: We use thoughtful communication in all our interactions by being timely, informed, purposeful, and on-brand.
- Positive Impact: Our actions must deliver a positive and equitable impact on children and the community through measurable results, continuous improvement, and a dignified experience. We always strive for program growth to provide more nutritious, delicious, and relevant meals to more children through community engagement and innovation.
Every Meal intentionally creates a team-focused environment. While our departments and staff have areas they specialize in, we have a regular practice of events and activities that allow our staff to engage in activities outside of their specialties. For example, staff might help set up and facilitate a mobile packing event or talk to donors during a donor event. While these activities don’t happen often, they help us all have a more complete perspective on our organization and recognize that we can’t feed more children without working together to accomplish our goals.
POSITION SUMMARY: The Operations and Administrative Coordinator is a key member of the Every Meal Finance and Operations department and supports Every Meal’s mission by creating great experiences for employees, visitors, vendors, and volunteers. The Operations and Administrative Coordinator oversees office operations and is responsible for a number of administrative functions which require interaction with personnel and external vendors in order to fulfill general duties. This role requires decision making and a high attention to detail. The Operations and Administrative Coordinator is accountable for all parts of operational processes – review, document, train, reflect, and continuous improvement.
In this role, the Operations and Administrative Coordinator will ensure the execution of all key office and operational functions, facilitate employee resources, and support basic Finance, Operations, Administration, and Human Resources functions. The Operations and Administrative Coordinator will be highly organized, love engaging with people, and be at their best when working to equip employees with tools, resources, and support that will empower them to be successful. Every Meal reserves the right to alter job duties at any time, with notice.
KEY RESPONSIBILITIES:
- Model Every Meal core values to all internal and external partners.
- Provide support to leadership team members and operations department staff.
- Ensure basic office infrastructure, administrative functions, and resources are functioning properly to support the ongoing needs of Every Meal.
- Purchase budgeted supplies and technology for staff as needed; ensuring office supplies and equipment are stocked and organized.
- Serve as the main point of contact for IT and technology software support including engagement and planning with the organization’s IT vendor.
- Manage office equipment and office technology software; troubleshooting issues as needed.
- Support the review and maintenance of the vendor lifecycle steps for technology service providers, vendor contracts, and vendor relationships.
- Lead and/or support organizational initiatives and Finance and Operations department projects.
- Manage document retention requirements, create and implement processes to maintain personnel files, organizational files, and training certification documents.
- Ensure the Employee Resources and General Information folder and Operational/HR calendars are accurate and up to date at all times.
- Lead the creation and implementation of training tools and requirements, and facilitate employee engagement and employee development.
- Support execution of all facets of Every Meal’s Employee Experience: EM + ME.
- Facilitate annual benefits enrollment for Every Meal staff and work with benefit vendors to ensure plan documentation, eligibility, enrollment and amounts of premiums are accurate and current.
- Provide data entry and reporting for insurance claims, injury reports, and other HR related needs.
- Support preparation of payroll and system configuration of payroll software, Paychex.
- Ensure all position related processes are documented, understood and followed.
- Execute the organization’s safety goals and objectives, including process review and process implementation support.
- Support all departments, as needed, with coordination and planning of staff meetings and events.
- Manage outgoing and incoming mail, including completion of daily bank deposits.
- The following are key responsibilities and do not necessarily include all responsibilities of this role.
QUALIFICATIONS:
- Demonstrated understanding of and agreement to Every Meal’s mission to fight child hunger through community and school partnerships
- Demonstrated understanding of and agreement to Every Meal’s values
- Minimum of 3 years of experience in a related position
- Demonstrated knowledge of employee benefits and the administration of benefits for employees in a small to medium sized organization
- Strong working knowledge of the following technology, but not limited to this list below:
- Computers, phones, printers, Microsoft Office Suite, Google Workspace platform, Slack, Zoom
- Willingness to learn additional cloud-based systems
- Proven organizational, follow-up, and problem-solving skills
- Ability to work independently and as part of a team
- Strong interpersonal skills
- Excellent customer service
- Demonstrated ability to work with diverse individuals across the organization and community
- Detail oriented
- Ability to manage multiple projects to deadline in a fast-paced environment
- Strong oral and written communication skills
- Day to day, live time flexibility to handle needs and tasks as they arise
TRAVEL REQUIREMENTS:
- Be prepared for occasional travel using a personal vehicle.
- A clean driving record and regular access to a reliable vehicle to perform work-related business is required.
- All Staff: Regular access to a reliable vehicle or ability to use public transportation.
- All Staff: A clean driving record maintained throughout employment.
PHYSICAL REQUIREMENTS:
While performing the duties of this job, the employee is regularly required to use hands to handle or feel, and reach with hands and arms. The employee is required daily to stand, walk, and sit; the employee is required to climb or balance; and stoop, kneel, or crouch. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust visual focus. Specific hearing abilities required by this job include the ability to hear and understand spoken conversations in close and far range.
- Office Positions: Regularly required to stand or sit for long periods of time.
- Everybody: Ability to use a computer, phone, keyboard and other technology regularly to complete job requirements.
- Everybody: Ability to bend, twist, and use fine manual dexterity.
SUPERVISED BY: Operations Manager
HOURS: In office daily, Monday through Friday
STATUS: Salary/Exempt, minimum 40 hours per week
ADDITIONAL BENEFITS:
- 5 weeks general PTO, accrual based per pay period
- 10 Paid Holidays
- 16 hours volunteering outside of Every Meal
- 6 Summer Fridays off with pay
- Flexible work environment
- Medical/Dental/Vision Group Benefit Plan
- Video and in-home primary care clinic Eligibility
- Short- & long-term disability
- Organization match of Retirement Plan
- Life Insurance
- Cell Phone Allowance
Equal Employment Opportunity
Every Meal is an equal opportunity employer committed to equal employment and advancement opportunities for all. Employment decisions at Every Meal are based on community needs, job requirements and individual qualification. People of Color, LBGTQ, Veterans, and those with disabilities are encouraged to apply. Every Meal is committed to achieving a diverse workforce and to the growth and development of individuals from the communities we serve. We are continually working to improve being an organization that is welcoming, accepting, and equitable for those on our team, our partners, and the community, especially the part of our community that is BIPOC and/or traditionally and/or currently marginalized.
To apply, please email your cover letter and resume to [email protected].
Job Category
Administrative / Support, Customer Service, Facilities / Equipment
Salary
$45,000 – $55,000 Per Year
Experience
2 – 5 years
Position Type
Full Time
