Coordinator, Pantry Services - Hetrick-Martin Institute : Job Details

COORDINATOR, PANTRY SERVICES

Unit: Youth Services

Department: Member Engagement

Reports to: Program Manager, YSD Programs

Classifications: ☒ Full-Time ☐ Part-Time/Hourly

☐ Exempt ☒ Non-Exempt

Purpose of the Role

The Pantry Coordinator supports the mission of the organization by managing and overseeing all operations of HMI's pantry program. This includes ensuring consistent access to clothing, personal hygiene supplies, and food items for youth that utilize HMIs essential services. The Coordinator works closely with YSD program staff, HMIs Development team, community partners, and youth participants to maintain accessible, youth-centered services that compliment HMIs other wrap-around programming.

Essential Functions:

% Time

Role Description

75%

Direct Service Provision

1. Responsible for the oversight of HMI's Pantry, which provides clothing, personal hygiene items and food items free-of-charge to youth.

a. Monitoring of inventory and ordering of items.

b. Supervision of pantry assistants and volunteers, including ongoing support provided from those participating in special projects/events, as well as create and maintain a pantry staff and volunteer schedule

2. Offer OQC (Our Queer Closet) drop-in services during YSD program hours, at-least three nights per week to ensure participants have full-access to commonly-accessed pantry items

a. Assist youth in selecting items based on their preferences and needs while preserving dignity and autonomy.

b. Ensure culturally relevant and gender-affirming items are available and accessible.

3. Maintain and organize the pantry space, ensuring it is clean, welcoming, and youth-accessible

4. Maintain an organized system for storing, restocking, and rotating pantry items, including perishable goods in a secondary location

5. Monitor inventory levels; track donations and usage to ensure consistent supply of clothing, hygiene items, and non-perishable foods

a. Manage donations as they arrive at the agency

b. Create an inventory of received donations; supply donation information to Development, when appropriate

c. Manage and disseminate Acknowledgement of Donation statement to donors

d. Sort donations by size, clothing type, etc.

6. Coordinate the procurement of goods through donations, purchases, and partner organizations

a. Maintain active communication regarding pantry services, needs, and activations

i. Manage community between HMI departments (Programs, Development etc.)

ii. Build and maintain communication with pantry donation inquiries from external partners and interested parties

b. Develop and manage seasonal asks or donation drives for pantry supplies for donors and work with Development around communication with donors

7. Develop and manage special annual pantry events (e.g. MLK Day of Service, Winter Coat Drive etc.)

8. Work with the Director, Community Engagement and the Program Manager, YSD Programs services to manage the pantry supplies inventory and budget

25%

Administrative Duties

1. Track pantry usage metrics including number of youth served, items distributed, and inventory trends.

a. Maintain client level data, including follow-up notes and referral logs.

b. Maintain group level documentation, including sign-in sheets and session summaries.

c. Document, code and enter data for program analysis.

d. Submit all necessary documentation to Data Coordinator(s)

2. Assist with reporting needs for grants, audits, and program evaluations

3. Conduct assessment and solicit feedback from youth to improve pantry accessibility, relevance, and equity

4. Participate in staff meetings, trainings, and cross-team collaboration efforts

5. Provide assistance and coverage for YSD programs, as needed

As Needed

Other duties as assigned

Knowledge, Skills and Abilities Required:

Regular Working Schedule: