Partner Services Coordinator

POSITION SUMMARY: 

The Partner Services Coordinator is responsible for providing administrative and programmatic support for each functional area of the Partner Services Department, including Community Partnerships, Capacity, Compliance, and Senior Box. 

Adhere to PACT values. (Purpose: Using our strengths passionately to contribute to our mission. Accountability: Choosing to rise above one’s circumstances and demonstrating ownership to achieve results. See It. Own It. Solve It. Do It. Courage: Standing up for what’s right and acting. Transparency: Doing things openly and honestly). 

ESSENTIAL JOB FUNCTIONS:

1. Reliable, consistent, on-site attendance is a requirement. This position requires punctuality and dependable attendance to meet the needs of the business, including attending and taking part in meetings and presentations.
2. Plans and coordinates daily communication with partner agencies and prospective partner agencies and responds to general inquiries into the Partner Services Department.
3. Updates and maintains the department website page, calendar, and partner agency portal.
4. Coordinates all departmental meetings and provides meeting minutes.
5. Responsible for serving as admin support to ensure that all data platforms are consistently updated with the most up-to-date information, including the Houston Food Bank website, Link2Feed, Google Docs, Claromentis (partner portal), SharePoint, and NetSuite.
6. Codes and tracks departmental expenses and submits check requests through the DocuSign platform as needed.
7. Responsible for coordinating, along with the team, partner training, including Prospective Partner Information Sessions, New Partner Onboarding, Link2Feed Trainings, Partner Focus Groups, staff retreats, etc.
8. Responsible for the primary administration of departmental communication tools, including Zoom, OneNote, Survey Monkey, etc.
9. Provides administrative support for capacity-building grant processes and reporting.
10. Provides monthly status update reports of partner agency files to the Director.

SUPERVISORY RESPONSIBILITIES: 

This position has no supervisory responsibilities.

QUALIFICATIONS: 

Education/Experience:

• High School Diploma from an accredited school or general education development (GED) certificate.
• 1-2 years of relevant administrative experience

Certificates, Licenses, and Registrations:

• Must have reliable transportation, a valid driver’s license, and insurance.

Special Knowledge/Skills/Abilities:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the job holder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

• Proficient in Microsoft Office Suite, including but not limited to Excel, Word, PowerPoint, and Outlook.
• Document management and the ability to use project management tools
• Ability to learn new software systems
• Ability to work with a diverse population
• Strong customer service skills and willingness to assist others, with the ability to communicate complex information clearly
• Ability to operate with considerable independent judgment and initiative, and collaboration with teams throughout the organization
• Exceptional planning and decision-making skills
• Strong presence in all communication types
• Highly resilient and adaptable to constantly changing business priorities
• Highly proactive
• Meticulous attention to detail and execution of all responsibilities
• Excellent verbal and written communication skills with the ability to effectively interact and communicate with all levels within the company
• Strong Interpersonal and teamwork skills, and the ability to work with a diverse population
• Ability to work effectively with situations that require tact and diplomacy
• Strong organizational skills, including the ability to multitask, prioritize, and thrive in a fast-paced environment
• Demonstrated ability to work independently to complete projects and effectively collaborate with cross-functional teams and senior-level leadership
• Strong analytical skills, attention to detail, and problem-solving skills
• Excellent time management skills
• High attention to integrity, ethics, and sensitivity, particularly regarding confidential information

COMPLIANCE:

Carries out responsibilities in accordance with HFB policies.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the jobholder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

COMPETENCIES: 

Action-Oriented / Customer Focus / Drives for Results / Priority Setting / Managerial Courage / Interpersonal Savvy / Creativity / Standing Alone / Time Management / Decision Quality / Self-development / Patience

PHYSICAL REQUIREMENTS: 

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of the job, the employee is required daily to analyze and interpret data, communicate, and remain in a stationary position for a significant amount of the workday, and frequently access, input, and retrieve information from the computer and other office productivity devices. The employee is regularly required to move about the facility. The employee must frequently lift/move up to 10 pounds and occasionally lift/move up to 40 pounds. The employee must occasionally travel to other sites for business.

WORK ENVIRONMENT: 

The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. While the job is generally performed in an enclosed office environment, the employee is occasionally exposed to wet and/or humid conditions, strong food-related smells, and outside weather conditions. The noise level in the office environment is typically quiet, but the employee will be occasionally exposed to loud noise levels (e.g., horns, fans).

TRAVEL REQUIRED: 

Travel is required for this position (up to 5% of the time and on a domestic basis within our 18-county service area). 

This role supports hours of operations at the Houston Food Bank facilities, as necessary, and may require flexibility (e.g., times of disaster, community events, company events).

*Is legally able to work in the United States.