Administrative Support Specialist at Feeding Northeast Florida

Jacksonville, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

29 Jan, 26

Salary

0.0

Posted On

31 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Project Coordination, Communication Skills, Organizational Skills, Emotional Intelligence, Microsoft Office Suite, Data Management, Budget Tracking, Event Planning, Collaboration, Problem Solving, Attention to Detail, Adaptability, Time Management, Customer Service, Inventory Management

Industry

Non-profit Organization Management

Description

Description Title: Administrative Program Support Specialist Job Group Category: Non-exempt Type: Full time Unit: Nutrition Schedule: M-F some weekends Hours: 40/week Direct Reports: No Reports to: VP of Nutrition About Feeding Northeast Florida and the Nutrition Department: Feeding Northeast Florida (FNEFL) is the region’s largest nonprofit (501c3) food bank and hunger relief network. FNEFL provides nutritious foods and other essential goods to those in need and strives to improve the quality of life for people living in and around Northeast and North Central Florida by addressing food insecurity, poverty and poor health. Feeding Northeast Florida works daily to find solutions to address the issues of food insecurity and poverty through awareness, advocacy, education, and action in ways that promote dignity, respect and empowerment. For more information, visit www.feedingnefl.org The Nutrition Department leads innovative programs that connect healthy food access with health outcomes — from nutrition education and healthy pantry initiatives to prepared meals and clinical partnerships. Our work sits at the intersection of food, healthcare, and community well-being. We are builders inside the system intrapreneurs working within a large organization to change how food banking supports health. That means our days are fast-moving, collaborative, and often complex. We value people who bring calm to the storm, find creative solutions, and help the team stay focused on the mission. Position Summary: The Administrative Program Support Specialist provides essential administrative and program support across all Nutrition Department functions. This role serves as the organizational hub for department operations — supporting scheduling, reporting, communication, and project logistics — while helping ensure that each program runs smoothly. The ideal candidate is resourceful, emotionally intelligent, and comfortable navigating ambiguity. They enjoy building systems that bring order to moving parts, are quick to learn new tools, and take pride in supporting a team doing meaningful, community-centered work. Principal Duties and Responsibilities: Provide high-level administrative and project coordination support to the VP of Nutrition & Foodservice and department directors. Coordinate calendars, meetings, and communications across multiple programs and sites. Track program deliverables and assist with documentation, reporting, and grant compliance. Maintain accurate data and records across internal databases and shared systems. Support purchasing, budget tracking, and inventory documentation for nutrition and foodservice operations. Prepare presentations, materials, and reports to support department communication with internal and external partners. Assist with planning and logistics for events, trainings, and nutrition education activities. Serve as a friendly and professional point of contact for staff, volunteers, and community partners. Cross-train in nutrition education to assist with public events as needed. Anticipate needs, fill gaps, and help the department stay organized and on track. Perform other duties as requested or required to ensure the success of the department and the food bank. Job Qualifications Required: Minimum 3 years of experience in administrative, project coordination, or program support roles. Exceptional organizational and communication skills with attention to detail and time management. High emotional intelligence and ability to work collaboratively with diverse personalities and teams. Advanced proficiency in Microsoft Office Suite and project management type software, particularly Excel. Strong written and verbal communication skills for preparing reports and engaging with stakeholders. Comfortable learning and navigating databases and digital systems. Adaptable and steady in a fast-paced, evolving environment. Able to handle sensitive information with discretion and integrity. Reliable transportation and the ability to drive our 12 county service area. Occasional statewide travel and overnight travel may be required Preferred: Experience in nonprofit, healthcare, or food systems environments. Familiarity with Tableau, Power BI, or similar data visualization platforms (will train). Experience supporting complex, cross-departmental projects or initiatives. Key Attributes for Success Leadership and Accountability Demonstrates a proactive and solution-oriented mindset, taking ownership of responsibilities and outcomes. Leads by example, setting high standards for ethical conduct, professionalism, and teamwork. Proactively manages performance issues and interpersonal conflict in a timely manner with tact and compassion. Exhibits strong dependability, self-direction and time management. Analytical and Problem-Solving Skills Excels in analyzing complex situations, identifying key issues, and implementing practical solutions. Thrives in managing multiple priorities and deadlines while maintaining accuracy and quality. Communication and Collaboration Maintains open and effective communication with team members, fostering an environment of trust and respect. Builds strong relationships with community partners, funders, and internal departments. Displays strong emotional intelligence. Attention to Detail Ensures accuracy and completeness in all administrative tasks, from inventory tracking to financial reporting. Consistently monitors and adjusts processes to align with evolving organizational needs. Work Environment: This position operates in a dynamic, mission-driven nonprofit setting. The Administrative Program Support Specialist will be based in our Jacksonville facility, collaborating closely with colleagues in Gainesville and throughout the 12-county service area. The right candidate will find purpose in helping a growing department advance the intersection of food, health, and community — and will thrive as part of a team that values innovation, integrity, and shared accountability. This position is in an office/warehouse environment and requires a flexible schedule and travel to accommodate FNEFL events. Work is performed indoors and outdoors with occasional exposure to all weather conditions. In instances of a federal, state, or local declared emergency, FNEFL is typically considered an essential service and emergency responder; all employees may be called in to perform regular or emergent duties. Physical Demands: The ability to perform the following physical activities are necessary in the performance of this job: Sit and use a computer for long periods of time; use a computer to accomplish the duties of the position (including typing and seeing); read and write in English; interact verbally and in writing, virtually and in person with others, think strategically, communicate expectations, and establish priorities. The physical demands and work environment characteristics described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. The above job description is not an exhaustive list of duties, responsibilities, and skills of the position. Incumbents will follow any other instructions and perform other related duties assigned by their supervisor.

Responsibilities

The Administrative Program Support Specialist provides essential administrative and program support across all Nutrition Department functions. This role serves as the organizational hub for department operations, supporting scheduling, reporting, communication, and project logistics.