Administration Manager

Community Food Bank of Southern Arizona•Tucson, AZ

1d•$50,995 - $73,942•Onsite

About The Position

The Administration Manager runs the day-to-day office and administrative services of the Community Food Bank of Southern Arizona and leads the Administration Team’s two coordinators. The role is accountable for office operations, the front-desk experience, administrative supplies and vendors, meeting and event logistics delivered by the Administration Team, and administrative records. It serves as the organization’s operational point of contact for office-related needs. The manager supervises, coaches, trains, and develops the Administrative Coordinator I and Administrative Coordinator II; maintains front-office coverage; and supports continuity through cross-training, backup plans, and written procedures. The role oversees office services and shared spaces, onboarding and offboarding logistics, office moves, supply inventory, vendor relationships, budget tracking, administrative systems and records, internal meeting and event logistics, and selected Board support. It also coordinates office-related emergency preparedness and records-storage processes, and collaborates with the Chief of Staff, Human Resources, Information Technology, Facilities, and other departments.

Requirements

High school diploma or equivalent.
Four years of experience in office management, administrative operations, or a closely related field.
Two years of supervisory experience, including work assignment, performance feedback, and staff development.
Experience managing vendor relationships and tracking budgets or expenditures.
Experience preparing meeting minutes or comparable formal records.
Proficiency in Microsoft Office Suite and Microsoft 365.
Valid Arizona Driver’s License with a clean driving record and ability to travel to CFB locations.

Nice To Haves

Bachelor’s degree in business administration or a related field.
Experience working or volunteering at a nonprofit and/or food bank.
Experience supporting a Board of Directors or using a Board portal platform.
Bilingual English/Spanish.

Responsibilities

Supervise, coach, schedule, assign work to, and develop the Administrative Coordinator I and Administrative Coordinator II, including setting performance expectations, providing feedback, and conducting annual reviews in coordination with Human Resources.
Ensure front-desk coverage during business hours, provide coverage when needed, and escalate unresolved coverage gaps to the Chief of Staff.
Work at the front desk at least six hours per month to observe operations and coach and train the team.
Onboard and train coordinators on office procedures and service standards; identify development needs, coordinate cross-training, and maintain backup plans and written procedures.
Address routine performance and coverage issues and escalate employee-relations matters to the Chief of Staff and Human Resources.
Lead Administration Team meetings and keep team members and close partners informed about current work.
Direct day-to-day office operations, including mail services, breakroom and shared-space readiness, and the condition of conference rooms, copy rooms, and common areas.
Set and improve front-desk standards and procedures; keep front-desk information current and accurate; and serve as the internal contact for office-related requests and concerns.
Oversee office onboarding and offboarding logistics, including preparing workspaces and clearing vacated offices.
Coordinate office moves and workstation assignments with Human Resources, Information Technology, and Facilities.
Monitor office-related service quality, resolve issues, identify recurring concerns, and implement improvements or escalate unresolved matters.
Organize and maintain Administration storage; manage office and administrative supply inventory, tracking, and ordering, including the annual office supply order.
Assign Board meeting snack and beverage ordering to the Administrative Coordinator II as part of meeting logistics.
Run office errands, including supply runs to other CFB locations, post office trips, purchase pickups, and returns.
Coordinate coffee and kitchen supply orders and table, chair, and linen rentals with the Facilities Custodian.
Support the Director of Administration & Capital Projects with office space planning and organizational office maps.
Coordinate fire drill logistics at the Country Club Road location and other office-related emergency preparedness and access procedures as appropriate.
Manage the locked records storage cage process, coordinating department access for audits and retrievals and arranging secure destruction of boxes past their retention date.
Manage day-to-day administrative vendor relationships, set service expectations, monitor performance, coordinate renewals, and maintain supporting documentation.
Manage day-to-day front-desk spending within approved limits, track expenditures against the office operations budget, and report variances to the Chief of Staff.
Initiate purchases and process invoices in accordance with organizational purchasing requirements, including departmental coding for office supply and online orders.
Implement and maintain administrative procedures, workflows, and service standards, recommending improvements based on recurring issues.
Maintain administrative records, vendor files, service agreements, and documentation in accordance with retention and confidentiality requirements.
Prepare and maintain minutes and records for assigned operational and standing committees, ensuring accuracy and timely distribution.
Develop and maintain administrative tools, including trackers, forms, and shared documentation.
Lead the redesign of the Administration SharePoint hub and manage its ongoing updates.
Oversee Administration Team logistics for internal meetings, leadership activities, and organization-wide events, including facilities and IT requests for Board and other admin-managed meetings.
Lead logistics for external events hosted at CFB facilities, including setup, technology, signage, and guest direction.
Plan and run the annual Board and staff BBQ, delegating tasks as appropriate.
Manage Board orientation logistics in partnership with the Chief of Staff.
Draft and distribute organization-wide administrative communications, including office announcements, procedural updates, and building or service notices.
Coordinate guest and visitor arrangements for external partners and community stakeholders in partnership with front-desk staff.
Serve as trained backup to the Chief of Staff for Board portal (Onboard) administration and Board and committee logistics.
Assign Board portal and logistics work to the Administrative Coordinator II within approved access permissions, tracking completion against priorities set with the Chief of Staff.
Write and maintain step-by-step procedures for Board portal management and Board logistics.
Manage the Board and committee materials calendar, set submission deadlines with staff liaisons, and assign submission tracking and posting to the Administrative Coordinator II so materials are posted one week before each meeting.
Participate in organization-wide meetings, contribute to continuous improvement of administrative services, maintain appropriate confidentiality, exercise sound judgment, and perform other duties as assigned.