Volunteer & Administrative Coordinator, Fork & Spoon

Job Description

Job Description

If you are viewing this job listing from a job posting board (indeed, LinkedIn, etc.) and wish to apply for this position you MUST do so directly through our website. If you apply through Indeed or LinkedIn, your application WILL NOT be complete and you will therefore not be considered for the position.

Section I: Position Details

Job Opening Date: October 8, 2026

Job Status : This position is three-quarter time, 32 hours per week. HRDC also offers flexible schedules for approved positions and a "reduced work week", which encourages full-time staff to use up to 4 paid hours weekly for their personal wellness.

Wage: $27.50/hour

General Summary of Purpose of this Position:

Under the general supervision of the Kitchen Production Manager, the Fork & Spoon Volunteer and Administrative Coordinator is responsible for managing the catering calendar, commissary rentals, paying bills and managing the volunteer and evening staff labor force. Responsible for managing, training, and scheduling evening staff and volunteer staff to maintain production needs and customer service standards. Works closely with the Kitchen Production Manager and Food & Nutrition Director to further Fork & Spoon operations and improve systems to maintain a balanced budget. Works closely with the Kitchen Production Manager to ensure efficient restaurant operations. Maintains a professional representation of the Fork & Spoon and HRDC at all times. Responsible for gathering content for social media and donor acknowledgement in conjunction with HRDC’s Communications and Resource Development teams. Other duties as assigned.

Primary Job Duties and Responsibilities:

1. Volunteer Management (40%)

• Recruit and maintain relationships with organizational volunteer leads and volunteers

• Work with evening shift leads to train and set expectations with volunteer crews to ensure a quality guest and volunteer experience

• Schedule volunteer groups for both daytime and evening needs at the Fork & Spoon

• Fills in as needed (i.e. nightly service)

• Assists in the selection and training of applicable staff as needed.

• Creates a slide to recognize the volunteer group of the night.

2. Financial and budgeting (15%)

• Pays bills promptly and within the budget with the oversight of the Kitchen Production Manager and Summer Lunch Coordinator

• Orders paper materials, ensuring a streamlined process

• Cash reconciliation and prepares deposits

• Sets up POS for dinner service.

3. Facility Management (20%)

• Coordinate, monitor, and schedule facility use

• Oversees the general upkeep of the restaurant

• Maintain contracts and billing for the kitchen rentals

4. Public Relations (15%)

• Works with the Kitchen Production Manager and Director to develop content for the HRDC communications team

• Works with the Resource Development team for donor engagement and recognition

• Maintains website with current info and images

• Publishes the menu daily on the website as well as paper copies for customers.

• Creates menu items in Square for dinner service & Take & Bake. Sets inventory levels at the direction of the Kitchen Production Manager.

• Engages with Behavioral review team

5. Reporting (5%)

• Oversee the compilation of the Fork & Spoon data and reports to the Food & Nutrition Director

• Work with evening shift leaders to document F&S customer numbers

• Provide accurate and timely volunteer data reporting

• Report on data as needed with appropriate HRDC data tracking and personnel

6. Organizational Participation (5%)

• Attend all organizational team meetings

• Read the weekly news to stay informed

• Participate in trainings and wellness days when available

• Conduct respectful, professional, and effective conversations with customers and volunteers regarding behavioral expectations, program compliance, and HRDC property standards.

Education and Experience:

Education: The following course(s) of study or class work usually provides the required knowledge, skills and abilities to perform the duties of this position:

• Graduation from high school or GED required

• Higher education in business or management preferred

Experience: The following kinds of experience usually provide the required knowledge, skills and abilities to perform the duties of this position:

• Two years of food and serving experience

• Experience in managing a restaurant or similar food service establishment

Required Knowledge, Skills or Abilities:

• Ability to effectively work and communicate with a wide range of individuals from all socio-economic groups

• Ability to read, interpret and implement documents such as governmental regulations, rules, and procedure manuals

• Ability work with minimal supervision and effectively manage work flow

• Ability to respond effectively to the most sensitive inquiries or complaints from customers or claimants

• Strong interpersonal and communication skills

• Ability to effectively supervise, train, work, and communicate with staff employees and volunteers

• Ability to present self and organization in a positive professional manner

• Demonstrates an ability to work effectively in a team-oriented environment

• Demonstrates an ability to establish and maintain effective working relations

Confidentiality:

This position requires regular handling of sensitive and confidential client and agency information. Unauthorized disclosure could harm client interests and the organization, and may also violate state and federal privacy laws. This position may have access to reports, records, and personnel files, and must exercise the highest level of discretion, judgment, and confidentiality at all times.

Language Skills:

• Read and comprehend basic instructions and orally exchange information to others

• Ability to effectively communicate orally and in writing

• Spanish communication skills preferred but not required

Mathematical/ Money Handling Skills:

• Basic counting skills

• Add, subtract, multiply and divide simple numbers

• Handle small amounts of cash

Reasoning Ability :

• Ability to define problems, collect data, establish facts, and draw valid conclusions

• Ability to interpret and apply common sense understanding to carry out instructions furnished in written, oral, or diagram form

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists

• Ability to solve practical problems

Software / Tools / Technology:

• Comfortable using standard office & collaboration tools such as Google Workspace, Microsoft Suite & virtual meeting platforms. In addition, ensuring accurate data entry. Operate multi-line phone to place, receive or transfer calls or to retrieve voice mail messages

• Utilize proprietary, custom or online programs or data bases to input, format, and edit data and save, print, or transmit data. Specify software: CaseWorthy, Squarespace, Financial Edge and Google Docs, file sharing

HRDC, professional or Governmental Policies and Regulations:

• State or Federal Regulations or Laws (List by Name): USDA-CACFP, SFSP

• Agency Policies or Procedures (List by Name): HRDC Policies and Procedures

• Specialized Professional or Industry Guidelines/Standards: Food Safety and Storage Procedures

Drivers Licenses Required for Performing this Position:

• Valid Driver License

Safety:

• The person in this position complies with HRDC safety policies, procedures & guidelines; participates in safety training & drills as required; Reports unsafe conditions, incidents or near misses immediately; takes proactive steps to ensure the work area is clean and safe at all times.

Professional Licenses or Certifications Required by Law, Rule or Regulation for Performing this Position:

• Managerial ServSafe Certification (or obtain it within 4 months, Fork & Spoon can provide)

Essential physical, mental and emotional requirements of this position: The following physical, mental and emotional abilities are considered essential to perform the duties listed above.

• While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk and hear.

• The employee may sometimes lift and/or move up to 50 pounds, frequently lift and/or move up to 100 pounds

• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus

• The incumbent must be able to perform multiple tasks simultaneously and must be able to work under time and/or deadline pressures

Section III - Supervision

Supervision Received:

• This position operates under general supervision and coordinates with the supervisor if/when fluctuations to the regularly scheduled activities occur. Consults with supervisor regularly on all projects.

This position supervises the following position(s):

• Evening shift leads

• Volunteers

This position has the following supervisory responsibilities:

• This position has responsibility for assigning and checking work of Shift Leads

• This position oversees the volunteer workforce

Section IV - Decisions

Impact of Decisions and Errors Made by Position:

• Decisions, final recommendations and/or errors primarily affecting Fork & Spoon operations, customers, and staff.

Judgment required to make decisions:

• Requires judgment from time to time in the application of broader aspects of established practices to problems and situations not falling clearly or concisely within the limitations of accepted standards or precedents. The employee resolves routine problems and refers unusual problems to the supervisor.

• Requires judgment in establishing and maintaining verbal/written agreements and good working relationships with grocer and other establishment managers and staff.

Exception Authority:

• This position cannot make exceptions to program policy and procedure.

Section V - Financial Responsibility: This position is accountable for the following company money, funds, and budgets:

• Handles cash or checks for miscellaneous errands using petty cash or purchase order

• Approves claim forms, petty cash, purchase orders, and other expenditures for routine, budgeted expenses as needed up to $1,500, ensuring proper coding of payment requests according to current funding available and associated contract eligibility requirements.

• Monitors expenditures and revenue

Section VI - Communication: The incumbent is responsible for the following personal contacts (either in oral or written form) when performing the duties and responsibilities of the position:

• Interacts daily with the public or consumers

• Interacts with representatives of other service providers several times a year.

Section VII - Working Conditions: The incumbent is exposed to the following unusual, potentially hazardous or unpleasant working conditions:

• Works in a temperature-controlled restaurant

• Weekly or more frequent exposure to angry or violent clients or volunteers.

• Weekly or more frequent exposure to unpleasant substances, odors or noises.

• Weekly or more frequent requirement to work outdoors under all weather conditions

• Weekly or more frequent exposure to risk of cuts, burns, shock or other minor injuries (not requiring hospitalization)

• Monthly or less frequent operation of a motor vehicle under all weather conditions

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Assigned duties and responsibilities may be added, removed, or changed at any time as organizational needs evolve.