Program and Administrative Coordinator

Summary: Friendly, professional, organized and compassionate team member who enjoys wearing many hats.Responsible for the organization’s reception, office administration, and program administrative support activities.Ensures that all responsibilities are performed in a professional, accurate and timely manner. Role is an integral part of small team; self motivated, organized, excellent written and verbal communication skills and ability to juggle wide variety of activities.

Professional Qualification, Skills and abilities

BA or BS degree preferred or minimum 3 years related experience.

Superior skills using Microsoft Office Including creating and maintaining spreadsheets, data entry and, mail merge. MS Publisher and database a plus.

Experience with Constant Contact or other email and event software.

Experience with data entry and consistent database management.

Experience and proven success organizing and managing administrative and support activities.

Reliable, responsible and shows strong work ethic, discretion and integrity.

Works well with a variety of people and personalities internally and externally.

Skilled at supervising and motivating volunteers.

Ability to work independently managing and prioritizing own work and deadlines effectively

Well organized and gives appropriate attention to detail.

Uses professional discretion and maintains confidentiality.

RESPONSIBILITIES

1. Administration - performs the following administrative activities:
   1. Reception, manages incoming calls and email requests for office.
   2. Assist with mass mailings including mail merge, labels, etc.
   3. Create forms and procedures to improve office management.
   4. Develop, organize and maintain office records and files.
   5. Send correspondence and duplicate materials.
   6. Pick up mail from post office, purchase postage, sort, deliver mail.
   7. Oversee office supplies, inventory, order and purchase.
   8. Maintain and coordinate servicing of office equipment and IT support.
   9. Serve as affiliate resource to respond to volunteer inquiries, new homeowner. inquiries, ReStore inquiries, and provide organization’s information.
   10. Establish and maintain efficient filing and storage systems.
   11. Create and send communication as directed using email, phone, mail, etc.
   12. Create and maintain an organizational wide meeting,events, and staff schedule calendar, and arrange meeting room space for scheduled meetings.
   13. Recruit, train and coordinate office volunteers.
2. Program and Support - performs the following program support activities:
   1. Event Coordination – recruits and organizes volunteers for events. Oversees logistics, training, and implementation activities for fundraisers, celebrations, and all events.
   2. Donation intake, tracking, and communications. Receives donations and communicates with Development team on end to end donation system.
   3. Coordinate with Committee Chairs and members to support their activities.
   4. Support accounting and banking activities as requested.
   5. Research and gather data and information as requested.
   6. Develop forms and processes to better support program.
   7. Key member of “Fun” Committee – organizing fun activities for staff development.
   8. Assist with special projects and meeting reports and materials.
3. Attends and is prepared for meetings as requested
4. Completes other activities as required by organization’s business needs or as requested