Position Summary 

The Operations & Program Support Specialist plays a central role in maintaining the behind-the-scenes operations that make Hunger Free Vermont’s innovative work to end hunger for everyone possible. This position supports multiple teams with administrative, logistical, and program coordination tasks, including event preparation, digital platform management, document upkeep, and outreach materials.

The role is ideal for someone who enjoys detail-oriented tasks, is tech-comfortable, likes working across teams, and thrives in a mission-driven environment. You will contribute to the success of statewide food security programs like the Food Security Network and 3SquaresVT (3SVT) by ensuring systems are efficient, communication is smooth, and resources are shared effectively.

Administrative Team

As a vital member of the administration, finance, and human resources team, you will help keep our operations running efficiently. This team supports staff by ensuring financial integrity, communicating clear policies and procedures, and administering compensation and benefits that support our people and their families. By providing operational support across all departments, your work will foster smooth operations and a cohesive, inclusive culture.

Working at Hunger Free Vermont 

At Hunger Free Vermont, we believe everyone deserves access to nourishing food. We value the well-being of our staff and the communities we serve. Our work culture centers on collaboration, curiosity, open communication, and mutual care. We design roles and workflows to support work-life balance, knowledge-sharing, and sustainability. We actively seek to create a learning environment that values innovation and equity.

Focus of Position

Front Office Support (15%): 

• Maintain a welcoming, organized, and well-supported office environment to enhance staff productivity and guest experiences.
• Serve as the organization’s primary point of contact via phone, email, and in person with consistent availability and responsiveness.
• Keep kitchen and office supplies stocked; run occasional errands (e.g., grocery store, post office).
• Survey staff regularly on office procedures and develop inclusive, people-centered updates as needed.
• Coordinate logistics for in-person staff meetings and events; provide day-of event support including virtual tool troubleshooting (Zoom, etc.).

Development Support (20%): 

• Manage donation processes from receipt through acknowledgment and reporting to ensure transparency, compliance, and donor satisfaction.
• Maintain and enhance donor database integrity and reporting for strategic fundraising decisions.
• Support tri-annual fundraising appeals with data preparation and logistical coordination.
• Assist with donor outreach and engagement as needed.

Finance Support (20%):

• Support accurate financial recordkeeping, audit preparation, and process improvements.
• Assist with tracking and organizing staff expense submissions and reimbursements.
• Enter financial data accurately and consistently into tracking systems or spreadsheets.
• Support maintenance of finance-related workflows in Asana, including task tracking, due dates, and status updates.

Program Network & Outreach Support (20%):

• Manage contact lists, calendars, and virtual meeting logistics for programs and outreach.
• Build Zoom registration pages and respond to attendee inquiries.
• Provide virtual meeting support including notetaking and follow-up communications.
• Organize outreach materials and assist with distribution logistics.
• Support website content updates, including accuracy reviews and minor coding fixes.
• Assist with logistics and attendance at in-person outreach events.

Admin & HR Support (15%):

• Assist with internal systems such as workflow tools and cloud storage (e.g., Asana, Google Workspace).
• Manage subscriptions and vendor communication.
• Support coordination and onboarding of volunteers.
• Assist with staff onboarding processes, including preparing orientation materials and tracking completion of required documentation.
• Help coordinate annual benefits enrollment periods and distribute relevant updates or reminders.

Board and Executive Operations Support (10%):

• Coordinate board and committee meeting logistics and scheduling.
• Prepare and distribute meeting materials and reminders.
• Take accurate meeting minutes in line with governance best practices.

Important Perspectives, Knowledge, and Skills

We encourage all candidates who demonstrate a fit with the role to apply, even if you don’t match every qualification. We value diverse experiences including professional, volunteer, travel, creative pursuits, and military service.

• 2–4 years experience in administrative, operations, or program support roles.
• Strong interpersonal skills and comfort engaging via phone, email, and in person.
• Proficient English communication skills; multilingual ability is a plus.
• Demonstrated initiative, adaptability, and problem-solving skills.
• Passion for mission-driven work and fostering inclusive, people-centered procedures.
• Friendly, community-oriented personality with a respectful and curious communication style.
• Comfort with technology and digital tools (Google Workspace, Zoom, Microsoft Office); familiarity with project management, website maintenance, or donor CRM software a plus.

Working Conditions & Physical Demands

Hunger Free Vermont will make reasonable accommodations to enable individuals to perform the

essential functions of their work to the degree we are able to do so.

• This position is based in our South Burlington, VT office, with some flexible hybrid work options.
• Occasional in-state travel may be required.
• Hunger Free Vermont provides reasonable accommodations to support all employees in fulfilling job responsibilities.
• Must be able to work at a computer and participate in virtual meetings for extended periods.