JRP is seeking a part-time Program Assistant
GENERAL PURPOSE
Under general supervision from the Executive Director, performs routine to complex administrative and program implementation support for Jericho Road Pasadena (JRP); creates and maintains documents, marketing materials, records and files required for work processes; oversees complex data entry, tracking and reporting processes; performs complex scheduling; coordinates event logistics; maintains social media and website; assists with volunteer and nonprofit screening and provides JRP program and service information, assistance over the phone and in-person; and performs related work as required. If you have Administrative support experience in a small office environment (ideally but not necessarily in a non-profit) and you want to make an impact internally as well as with the various non-profits that we serve, this could be the role you’ve been looking for!
EXAMPLES OF ESSENTIAL FUNCTIONS
- Oversees and assists with the day-to-day operation of JRP’s office; answers telephone calls and greets visitors; schedules appointments and event coordination; composes correspondence, reports, presentations, spreadsheets, forms and other documents; maintains files (physical and electronic), including payroll and financial records.
- Maintains volunteer management systems, including spreadsheets and databases to track volunteers, projects, activities and services; extracts data and reports from multiple data sources and reconciles data entries and reports; tracks and maintains program data and outcomes and prepares for submission to management or grantors.
- Assists with the implementation of comprehensive volunteer management plans, including developing marketing materials and participating in outreach activities to ensure involvement of volunteers from diverse communities, organizations and disciplines; ensures volunteer communications are sent in a timely manner.
- Assists with the development and maintenance of project tracking and program participation including sending and tracking receipt of project/ program evaluations, volunteer assessments and follow up assessments.
- Assists with JRP marketing and communications including updating website calendars and content and curating social media posts and interactions; creates, designs, lays out and produces a variety of visual communication pieces including promotional mailers, special-event flyers and invitations, program booklets, handbooks, brochures, PowerPoint presentations and other electronic media.
- Creates, submits and tracks requisitions; prepares expense forms for processing and approval; calculates budget usage and fund percentages; tracks multiple funding sources; may participate in grant administration functions including collecting basic program data and generating performance reports.
- Assists with JRP fundraising activities including implementing Annual Giving campaign; processes donations and acknowledgement letters; maintains database of existing and potential donors, grantors and sources of in-kind donations.
- Performs other duties as assigned including attending early morning, evening or weekend meetings or events when needed.
QUALIFICATIONS
Knowledge of:
- Modern office practices, procedures and equipment including computers and applicable software programs.
- Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
- Customer service practices and telephone etiquette.
- Basic practices, methods and techniques of volunteer recruitment and management.
- Basic principles and techniques of public relations, promotion, publicity, marketing and advertising including marketing branding concepts and approaches to social media.
Ability to:
- Provide for the daily administrative activities of JRP’s programs, services and office.
- Provide customer service in person and over the phone.
- Compose clear, concise and comprehensive correspondence, reports, presentations and other written materials from brief instructions.
- Track and report statistical information utilizing complex spreadsheets and databases.
- Perform mathematical calculations; assist in monitoring a program or agency budget.
- Maintain confidentiality of JRP’s files and records.
- Understand and follow written and oral instructions.
- Represent the agency effectively in dealings with nonprofits, elected officials, volunteers, and the public on a variety of sensitive and complex issues.
- Exercise tact and diplomacy in dealing with complex and confidential issues and situations.
- Establish and maintain effective working relationships with those contacted in the course of work.
Compensation:
- $15 an hour for approximately 20 hours a week
- Health insurance stipend
- Paid vacation and holidays
To apply, please submit a resume and cover letter to JRP recruitment pro bono consultant Paul Costa at paul.costa@directhireassociates.com.