Essential Function: The Office Coordinator reports directly to the Development Director and Service Unit Manager and will assist five (5) Service Extension staff members and ten (10) Development staff members with administrative support. Must be proficient and have a strong working knowledge of Microsoft Office Suites.
Duties and Responsibilities:
Service Unit Department:
Clients:
· Answer service unit calls from clients and volunteers and refer clients to the appropriate unit or corps for services. Assist volunteers with materials they may need for their service unit area.
Volunteers:
· Keep updated and accurate records of over eight hundred service unit volunteers making sure each unit rosters are updated
· Prepare and send all written correspondence to volunteers
· Order supplies from Trade or other vendors for Senior Field Representatives and volunteers, as needed
Christmas Assistance:
· Database the names and ages of children for the Angel Tree program in Allegheny County
· Order all Angel Tree program supplies which include tags and posters
· Work with DHQ graphic designer and coordinate all needed information for Angel Tree client postcards and flyers. Once completed, send postcards/flyers to various volunteers
· Assist Service Unit Manager with Sheetz for The Kidz by printing and mailing forms to the volunteers who participate in this program
Camp:
· Assist the Service Unit Manager with all aspects of Camp Allegheny applications process.
· Contact parents to secure needed information
· Attend Camp Allegheny with the Service Unit Manager for check-in process of the children
Kettles:
· Work with the Service Unit Accountant to follow-up on kettle income and to track deposits not submitted
· Contact volunteers by phone to follow-up on their kettle deposits
· Send correspondence to treasurers regarding kettle income submission to DHQ
Bank Statements
· Assist Service Unit Accountant with more than one hundred monthly bank reconciliations
· Make copies of monthly bank statements and mail reconciliations to Service Unit Treasurers
Project Bundle-Up:
· Prepare and send Project Bundle-Up vouchers to participating service units while keeping a spreadsheet of the voucher numbers and tracking activities
Statistics:
· Record all service unit stats in the THQ statistical software system
Development Department:
· Support the ten Development Department section heads with items such as:
o Donor research (corporate and young professionals)
o Updating and creating Excel spreadsheets of names, addresses, and emails for various events and committees such as but not limited to – Red Shield Campaign, Kettle Challenge Golf Invitational, Echelon, media lists, on-line auction, telethon, Beaver County Gala
o Assist with follow-up phone calls and emails as needed for various projects
o Coordinate and execute all large mailings for the department
o Prepare and create PowerPoint presentations for solicitations pieces
o Following-up with Corps Officers additional program information needed for solicitation pieces to foundations and corporations
o Attend events and outreach, as needed
· Periodically assist the Direct Mail Manager with data entry of mail appeal donations.
· Put a process in place to collect all advisory board minutes and rosters for the Western PA Division.
· Process corps awards recommendations such as life membership, member emeritus and various Salvation Army awards for the Division with THQ
· Coordinate agendas items for the Development Committee meetings with the Greater Pittsburgh Advisory Board. Email meeting notices, make room/TEAMS arrangements, order food when necessary and record, write and distribute the minutes
· Support the various Section Heads with photocopying, scanning, filing, and preparing thank you donation letters
Additional Responsibilities:
· Oversee the department’s mail by picking up the mail in the mailroom and distributing it to all staff members each morning
· Maintain and order all supplies for the department
· Manage the WPA Development and Service Unit email box
· Order business cards for those who request them as well as name tags
· Maintain and report on employee time and personal records and submit timesheets to HR
· Fill-in for the receptionist on a designated day during the week for breaks, lunch, or vacation.
· Manage the Business Reply Account and Bulk Mail Account, including requesting checks to replenish the Business Reply Account and to pay the annual renewal fees
· Manage reservations for the use of the Captain Shield mascot
Knowledge, Skills, and Abilities:
1. Ability to multi-task and meet deadlines; prioritize tasks appropriately.
2. Strong proficiency in related technologies and use: Microsoft Office Suites
3. Ability to work independently.
4. Excellent verbal and written communication skills required.
5. A professional telephone manner is essential.
6. Work requires continual attention to detail in composing materials, establishing priorities and meeting deadlines.
7. Driver’s license and use of a vehicle required.
8. Ability to lift a minimum of 25 lbs.
9. Able to work extended hours when needed.
10. Must successfully complete The Salvation Army’s KeepSAfe required training.
Education and Experience:
3-5 years relevant professional experience as an office coordinator
Pay: $22.00 - $24.00 per hour
Benefits:
- 403(b)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Pet insurance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
