Children's Healing Art Project (CHAP): Administrative Assistant

Thank you for your interest in the Administrative Assistant position at CHAP! Please read the full job description here:

ADMINISTRATIVE ASSISTANT

Reports to:  Executive Director 

Pay:  $13 per hour, non-exempt

Hours of Work:  10 hours per week, to be determined upon hire

Position Summary:  Responsible for supporting CHAP programs and operations with volunteer coordination, data entry, and other administrative duties in a timely, efficient, effective, and professional manner.

KEY DUTIES AND RESPONSIBILITIES

 Volunteer Scheduling (50%)

• Field initial volunteer communication. Respond to volunteer inquiries. Problem-solve or utilize other staff to ensure that volunteers receive timely, accurate, and professional responses to their inquiries.
• Coordinate background checks.
• Schedule volunteers for shifts. Communicate cancellations/shift changes to volunteers. Communicate volunteer cancellations to staff as needed.
• Create and maintain weekly volunteer schedules. Update volunteer whiteboard schedule for staff.
• Support volunteers in entering their volunteer time electronically.
• Run volunteer reports as requested.

Data Entry (10%) 

• Enter donor data into, maintain the accuracy of data, and run reports/searches in Little Green Light and Greater Giving.
• Act as CHAP’s main point of contact for all data input and accuracy in Little Green Light and Greater Giving related to the annual fundraising gala and other CHAP events.
• Maintain a medium to high level of skill related to the use of Little Green Light and Greater Giving. Keep current on all upgrades and improvement for the benefit of CHAP programs and operations.
• Enter volunteer data into Little Green Light in an accurate and timely manner.
• Enter monthly program data into shared Excel data-tracking spreadsheets (Impact Statements) accurately and on time.
• Update shared Excel data-tracking spreadsheets as programs are added, ended, or rates/formulas change.

 Phones and Emails (10%)

• Answer the CHAP phone when in the office. Field questions, take messages, and return calls as needed.
• Monitor shared CHAP email (info@chappdx.org) and forward or respond to emails as needed.

 Information Flow (10%)

• Update monthly Board Recaps with provided program information accurately and on time.
• Complete Donation Reporting Forms with applicable attachments in an accurate and timely manner.
• Identify and implement improved work-flow and communication processes to ensure that staff, volunteers, donors, vendors, and Board are effectively supported.

Ordering (10%)

• Maintain an inventory of all office supplies.
• Order all office supplies and staff-requested art supplies in a timely and accurate manner. 
• Communicate all order expenses to bookkeeper.

Scanning and Deposits (5%)

• Scan all mail and related documents to CHAP’s shared files in a timely manner.
• Prepare and facilitate weekly bank deposits.

Website and Social Media (5%)

• Update CHAP website information as needed, using WordPress.
• Monitor website monthly to ensure that all information is accurate.
• Schedule and execute social media posts with Executive Director.

 Other administrative duties as needed

 SKILLS AND QUALIFICATIONS

• Proven intermediate to advanced knowledge of Little Green Light, Word, and Excel.
• Basic to intermediate knowledge of Greater Giving, WordPress, and PowerPoint.
• Interest in and willingness to solve problems and learn new things.
• Ability to work effectively and positively with other staff, volunteers, and those CHAP serves.
• Ability to prioritize and multi-task.
• Willingness to take direction and accept constructive feedback.
• Attention to detail.
• Excellent time management skills.
• Positive customer service skills.
• Spanish-speaking a plus
• Understands and embodies CHAP’s mission and culture.

 Deadline to apply is Monday, September 30, 2019. 

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