This job has Expired
Volunteer Manager & Office Administrator
Job Description
Volunteer Manager & Office Administrator
Full Job Description
Volunteer Manager & Office Administrator -- Job Description (Updated 2/9/23)
32 Hours per week
Summary: The Volunteer & Office Manager will have the primary responsibility of recruiting volunteers for Habitat build sites and all other subcommittees through proactive outreach to community, civic, corporate, young professional, high school, church groups, etc. He/she would utilize social media and email communications extensively and will serve as a spokesperson at a range of speaking opportunities that he/she will be responsible for arranging. He/she will ensure that all new volunteer registrants receive initial and follow up communications on their desired areas of impact. The position will also be responsible for general marketing for the affiliate and the ReStore, in conjunction with the Executive
Director.
This position will also have the primary responsibility of ensuring that the affiliate office maintains smooth and consistent functioning. The responsibilities of the Office Manager will intersect with all fellow staff members. He/she must be team-oriented; must have strong organizational skills and be able to develop a good understanding of Habitat protocols, procedures and mission.
This individual must be able to develop a good understanding of Habitat and act as an ambassador of the Habitat mission. The Volunteer & Office Manager must work well with Habitat volunteers, staff, sponsors, and partner homeowners, and must demonstrate encouraging, welcoming, cooperative and first-rate communications.
Responsibilities:
Volunteer Communications & Management:
- Develop opportunities to share information and engage with a wide range of groups: community, civic, corporate, young professional, high school, and churches
- Make presentations at meetings of above listed groups whenever needed; meetings should be expected to take place during weekday hours, evening hours, and occasional weekends.
- Handle communications with incoming new Volunteer registrants; ensure all are followed up with in a timely manner; activate into roles of interest as soon as opportunities arise
- Set up, launch and manage all aspects of web-based Galaxy Digital volunteer management tool
- Prepare materials to promote volunteer opportunities, including drafting copy and overseeing graphic design production
- Post frequently on social media (minimum of 3x/week on FB, Insta, LinkedIn) with volunteer accomplishments, highlights, profiles, opportunities, human interest stories, etc.
- Create fun and engaging social content including video, visual graphics, Tik Toks, etc.
- Communicate regularly with Construction Supervisor(s) on timelines, volunteer needs and special circumstances
- Create and implement a Volunteer Recognition program; lead Volunteer Appreciation activities at least 1x per year.
2/10/23
- Visit construction site(s) at least one Saturday per month when active to interact with volunteers face-to-face and take photos
- Serve as point person for Business Team Builds, including logistics, waiver, food, weather changes, etc. in collaboration with the Director of Development
- Work with Board Chairs to engage new interested volunteers into committee work
- Meet one-on-one with new volunteers offering specialized skills to assess interest/capacity
- Update Volunteer section of our affiliate’s webpage as needed
Marketing:
- Create a consistent email marketing plan, with a minimum of 3 e-communications per month to highlight both volunteer and general news for the affiliate, as well as the ReStore.
- Work with the ReStore team to identify new ways to reach target audiences on social media
- Compose compelling newsletter content, currently issued 2x/year
- Work with the Director of Development to spotlight donors and supporters
- Website Upkeep – assist in keeping webpage content, forms, and Blog current and timely
Board of Directors Assistance:
- Prepare and distribute Monthly Board Meeting Report Packet, producing agenda and gathering components from staff and committee chairs
- Maintain and distribute informational materials for Board of Directors and Committee Chairs to provide an effective and current knowledge base; maintain BOD web portal
- Communicate meeting schedules, updates and changes to Board members; set up virtual meetings as needed (Zoom)
- Keep Board member contact information up-to-date in directory and CRM
- Produce and distribute documents including Awards and Certificates required for the Annual
Meeting of the Board of Directors and volunteer recognition events as needed
Human Resources:
- Process onboarding paperwork for new hires
- Conduct new staff orientations
- Communicate employment-related updates from State
- Maintain Employee Handbook and communicate updates to staff
- Work with book keeper on ADP Payroll submissions and tracking PTO, as needed
Equipment/IT:
- Purchase and maintain office equipment, ensuring proper functioning and arranging repairs/service as necessary
- Serve as main point person for communications technology & IT support
- Procure staff/office equipment as needed
General:
- Field general inquiries via email/phone; respond or direct to appropriate staff
- Serve as primary point person for homeowner communications as necessary
- Order supplies to facilitate effective Affiliate operations
- Assist in maintaining CRM system (Bloomerang)
- Serve as main point person for weekly office volunteer, scheduling & assigning tasks
2/10/23
- Handle insurance renewals, updates and communications
- Pick up mail at Post Office and assist with occasional mass mailings
- Manage communications and reports with major stakeholders, including State and Federal agencies, vendors, chambers of commerce, the Massachusetts Registry of Motor Vehicles, and
Habitat International
- Provide assistance, as needed, to the Executive Director and all affiliate personnel in the production of materials needed to maintain procedures and conduct the business of the affiliate
- Maintain a clean office environment with organized files; facilitate set-up changes as needed
- Assist with preparation and execution of events (2-4x/yr)
- Complete periodic PCI compliance audits/scan schedules (PPS and Nelnet)
- Stay up-to-date with resources on MyHabitat and share with staff when appropriate
- Other duties as assigned
Qualifications and Skills
- Exceptional written and verbal communications skills
- Exceptional people skills – leading with an engaging positive attitude and outgoing manner
- Excellent time management and organizational skills
- Strong, up-to-date and creative proficiency with social media platforms (Facebook, Instagram,
LinkedIn, Tik Tok)
- Solid graphic design skill for social posts
- Proficiency with Microsoft programs (Word, Excel, Powerpoint)
- Good photography skill with iPhone
- Web and mobile app content management experience a plus
- Comfort in learning new technology platforms and database systems
- Some evening and weekend hours required
Reports to: Executive Director
Other Requirements:
- Current valid Massachusetts driver’s license with good driving record and access to a vehicle
- Employment offer will be contingent upon outcome of required pre-employment background/CORI check
Compensation:
- $35,000 - $37,000, commensurate with experience for 32 hours per week; in-person standing weekday schedule with flexibility to work up to 6 hours per week remotely.
- $100 healthcare reimbursement per month available for qualified expenses (co-pays, eyeglasses, dental, medical plan premiums, etc.)
- (11) Paid holidays as defined by HFHGP employee handbook
- Paid Time Off: After 1 year of service, this position is eligible for 10 paid days off to be used for vacation, personal or sick time. From 6 months - 1 year of employment, the number of days is pro-rated to the end of the calendar year.
2/10/23
Job Type: Part-time
Pay: $35,000.00 - $37,000.00 per year
Benefits:
- Employee discount
- Paid time off
Schedule:
- Day shift
- Monday to Friday
Ability to commute/relocate:
- Carver, MA 02330: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Microsoft Office: 2 years (Preferred)
- Administrative experience: 3 years (Preferred)
Work Location: One location
*Please mention you saw this ad on AcademicJobs.*