Administrative Systems Specialist

About South Whidbey Good Cheer & The Opportunity

South Whidbey Good Cheer is a community-focused organization with roots dating back to the 1960s. We're dedicated to fighting food insecurity and providing affordable goods to our community through our food bank and two thrift stores. As our organization evolves to meet growing community needs, we're seeking an Administrative Systems Specialist who will partner with our Co-Executive Directors to develop and standardize administrative operations across our three locations during this period of organizational evolution.

This role is instrumental in designing, implementing, and maintaining consistent systems that bring efficiency to our operations. Your work will directly support our mission by creating unified, well-documented systems that work effectively across our entire operation. The ideal candidate thrives in creating structure from diverse practices, enjoys bringing clarity to complex situations, demonstrates high self-awareness, and works well independently while still involving others in decisions that affect them.

Primary Responsibilities

Systems Development & Implementation (35%)

• Assess current administrative workflows and develop standardized processes that increase efficiency
• Create and maintain comprehensive documentation for all administrative procedures
• Design and implement filing systems (both digital and physical) that enable easy information retrieval
• Establish inventory management systems for office supplies and technology assets across all three locations
• Develop tracking systems for software licenses, subscriptions, and service renewals

Multi-Site Administrative Operations (25%)

• Maintain daily administrative operations and environments across our food bank office and two retail locations
• Process incoming/outgoing communications (email, phone, mail) and route appropriately
• Manage office supplies inventory and ordering process for all locations and programs
• Track, manage and renew digital services (phone systems, Square POS, software licensing, event platforms)
• Support scheduling and calendar management for leadership team as needed
• Occasional travel between locations as needed (company vehicles available)

Staff Support & Recognition (15%)

• Manage and enhance employee appreciation programs
• Coordinate birthday recognition and celebrations
• Support team-building initiatives and staff events
• Assist with internal communications relevant to staff engagement
• Work with and support volunteers assisting with administrative tasks

Onboarding & Donation Support (10%)

• Coordinate new employee onboarding processes, including preparation of welcome materials and orientation scheduling
• Process and prepare donation deposits
• Support donation acknowledgment processes

Special Projects & Support (15%)

• Lead organizational improvement initiatives as assigned
• Provide administrative support for events and meetings
• Assist with other special projects that improve organizational efficiency
• Support logistics for organization-wide initiatives

Qualifications

Required

• Proven experience in administrative roles with demonstrable system-building capabilities
• Exceptional organizational skills with ability to prioritize competing demands
• Strong attention to detail and commitment to accuracy
• Proficiency with office technology and software (we use Google Workspace)
• Excellent written and verbal communication skills
• Self-directed with ability to identify and solve problems independently
• High level of self-awareness and comfort with collaborative decision-making processes

Preferred

• Experience working in nonprofit environments
• Demonstrated ability to bring structure to varied or disjointed processes
• Background in project management or process improvement
• Experience with POS systems (we use Square)
• Experience in or interest in self-managed work environments
• Experience working with volunteers
• Sense of humor and ability to maintain perspective while tackling complex organizational challenges

Note to Applicants

We recognize that no single candidate will possess all the listed qualifications. We strongly encourage individuals from diverse backgrounds with non-traditional experience to apply if you believe your skills and passion align with this role. We value lived experience and transferable skills as much as formal credentials. If you're excited about streamlining processes and creating unified systems in a collaborative environment that supports our community mission, we want to hear from you.