Office Lead

The Coalition on Homelessness is a trusted and respected voice in our community. The Coalition is currently in our 45th year as a community-powered coalition that regularly convenes, educates, and collaborates with people and organizations to advance our mission, vision, and values.We mobilize our community to challenge systemic causes of homelessness and advocate for housing justice. We envision a region that acts on a shared sense of responsibility to ensure everyone has a home. Our core values are Equity, Justice, and Collective Action. Please visit www.homelessinfo.org to learn more.

Position Summary

The Office Lead is an internally focused position that establishes and maintains a stable core of organizational operations, including: daily in-person and virtual administrative support including careful and timely data entry (AP/AR); maintenance of hard copy and electronic files; administration and use of customized Salesforce for Nonprofits CRM database; support for fundraising, member services, and educational programming. This person will have the ability to adapt, solve problems, and exercise flexibility in a fast-paced, fluid work environment. They provide support for in person and virtual meetings and help plan and implement events and projects. This role serves as the first point of contact for general inquiries. The Office Lead reports to the Operations Manager and works closely with the Executive Director, as well as in concert with all members of the small staff team and with volunteers. This position is primarily in office and interacts via phone and email with a wide range of people, including elected officials, people experiencing homelessness, and other members of the public.

Primary Responsibilities

Project Management

Fundraising and Donor and Member Relations

• Support staff and Board in fundraising activities and donor stewardship
• Enter and analyze data and prepare reports
• Plan and support events
• Plan and support in house and vendor printing and mailing of hard copy materials including annual report and newsletters
• Plan and execute hard copy and electronic mailings related to donations, membership.

Operations

• Database and systems administration
  • Maintain accurate and up-to-date data in Salesforce CRM database
  • Create and maintain up-to-date campaigns used to store and retrieve information, analyze data, and run reports
  • Handle basic administrative functions in CRM, mass email system (Campaign Monitor) and engagement (Soapbox Engage) platforms, including user maintenance, modification of page layouts, generation of reports and dashboards, creation of new fields and other routine tasks
  • Serve as primary staff point of contact for technical support and problem solving
• Process improvement
  • Develop, document, and implement procedures for systematic tracking of information
  • Understand and use data to inform administrative, development, membership, and program work.
• Office Systems and Support
  • Utilize and keep electronic and hard copy filing systems up to date
  • Answer the main office phone line, collect and process mail daily
  • Maintain supply inventory, order supplies, and maintain office equipment
  • Interact with vendors and contractors
• Finance Support
  • Process invoices and accounts payable
  • Work with Operations Manager and contract bookkeeper to ensure timely and accurate tracking of income and expenses, document
  • Process reimbursement requests
  • Basic bookkeeping
• Meeting/Event and Technology Support
  • Coordinate logistics before, during and after meetings, in person and online
• Executive Director and Board of Directors Support
  • Schedule meetings, prepare materials, and provide general administrative support for Executive Director and Board of Directors
  • Attend quarterly in person Board of Directors meetings
  • Draft, format, and prepare spreadsheets, summaries, and other documents and take notes as needed
  • Provide support for staff and Board interview and hiring processes
  • Other duties as assigned.

Skills and Experience

The strongest candidates will have a clear record of attention to detail, demonstrated proficiency working in a professional environment and engaging in administrative work including email correspondence, maintenance of hard copy and electronic records, and scheduling meetings and appointments. The position requires excellent judgment, the ability to solve problems effectively, and to work independently and collaboratively as part of a small team.

Eligible candidate will have most of the following qualifications:

• Proficiency in Office Suite and G Suite
• Minimum of one-year previous office or operations experience
• Dependability, integrity, and strong organizational skills
• Comfortable with technology and excellent working knowledge of CRM and
• Demonstrated ability to coordinate multiple projects, initiatives, and events at the same time, with excellent attention to detail and follow through
• Strong written, verbal, and interpersonal communication skills
• Strong relationship management skills and an ability to work well with a team
  • Understanding of how structural racism and other systems of oppression contribute to homelessness and related issues of poverty, mental illness, substance abuse, sexual assault, and domestic violence.
  • Commitment to racial, social, and economic justice, and to the mission, vision, and values of the Coalition.
  • Ability to communicate and work effectively with individuals from diverse economic circumstances, cultural and ethnic backgrounds, physical and mental abilities, gender identities, and sexual orientation.
• Skilled at setting up, maintaining, and using systems to manage workflow and information
• Experience working with a Constituent Relations Management (CRM) and mass email and related systems (experience with one or more of the following is a plus: Salesforce; Soapbox; Campaign Monitor)

Working Conditions

Work takes place in a small office with a dynamic shared-workspace environment. Due to the current COVID-19 pandemic the office has adopted a hybrid model of in-person and remote work. We take our responsibility to protect staff and community health by limiting the spread of disease seriously: Workplace protocols are guided by the best current information and guidance provided by local, state, and federal public health agencies. All staff are fully vaccinated against COVID-19. Offer of employment is conditional on candidate submitting proof of current vaccination for COVID-19. This position is entirely in-person due to the nature of work of answering phones, distributing mail, and supporting program staff and volunteers. When staff are in shared office spaces, we use a combination of preventive measures including wearing KN-95 masks, air filtration, and testing. Most staff have separate workspaces to support distancing.

Work performance includes long periods of sitting, working on a computer. Ability to lift and carry up to 40 lbs. on an occasional basis. Some evening and weekend hours are required.

The Coalition offices are located on the third floor of an older building without elevator access. Stairs are steep.

Equal Opportunity and Commitment to Diversity and Inclusion

The Coalition on Homelessness believes that a diverse workforce and an inclusive workplace culture enhance our ability to fulfill our mission. As an organization working to ensure safety, housing, and justice for people who are often marginalized by society, we seek to bring our values into the workplace through creating an inclusive work culture where our policies and procedures, including recruitment and hiring, reflect our commitment to social justice, and where all our staff feel valued.

We are committed to providing a culture of mutual respect where equal employment and promotional opportunities are available to all applicants and staff without regard to race, color, creed, religion, sex, sexual orientation, gender identity, age, national origin, citizenship, veteran or marital status, sensory, physical or mental disability, housing status or history, and any other characteristic protected by applicable law. We prohibit discrimination and harassment of any kind.