Cumberland County Habitat for Humanity
Job Description
Position: Administrative Assistant
Location: Crossville, TN
Reports To: Executive Director
Classification: Non-Exempt, Hourly
Hours: Monday through Friday, 8:00 AM to 3:30 PM
Purpose of the Position
The Administrative Assistant supports the mission of Cumberland County Habitat for Humanity by providing administrative, compliance, volunteer, and communication support across multiple departments. This position works directly with the Executive Director while providing administrative assistance to the Director of Operations, Director of Construction, and Development Director. Responsibilities include workers' compensation compliance, records management, volunteer onboarding, database management, communication support, and marketing assistance. This role serves as a key connection point between staff, volunteers, donors, and the community.
Key Responsibilities
Executive Director Support & Compliance
- Assist with workers' compensation administration, including maintaining required records and documentation.
- Coordinate annual workers' compensation audits and provide supporting documentation as requested.
- Maintain subcontractor compliance records, including certificates of insurance, workers' compensation exemptions, W-9 forms, and related documents.
- Ensure organizational records are maintained in accordance with the records retention policy.
- Assist with annual independent audits by organizing and preparing requested documentation.
- Process and maintain administrative files, reports, correspondence, and records.
- Support purchasing and inventory management for office, volunteer, and program supplies.
- Assist with special projects and administrative initiatives as assigned by the Executive Director.
Volunteer Coordination & Management
- Serve as the primary coordinator for volunteer onboarding and orientation.
- Schedule, organize, and conduct volunteer orientation sessions.
- Ensure all volunteer paperwork, waivers, handbooks, safeguarding documents, and compliance requirements are completed.
- Enter and maintain volunteer records within the Bloomerang database.
- Track volunteer participation and maintain accurate volunteer hour records as needed.
- Assist staff in matching volunteers with appropriate opportunities throughout the organization.
- Respond to volunteer inquiries and provide timely communication regarding volunteer opportunities and events.
- Create and distribute volunteer communications, newsletters, schedules, and announcements.
Development & Community Engagement Support
- Assist the Development Director with donor engagement initiatives and community outreach efforts.
- Assist as needed in marketing content for fundraising events, volunteer recruitment, donor stewardship, and organizational programs.
- Assist as needed with social media content creation and scheduling for Habitat, the ReStore, events, volunteers, donors, and homebuyer stories.
- Support the preparation of newsletters, email campaigns, flyers, brochures, and promotional materials.
- Assist with event planning, logistics, registration, vendor communication, and volunteer coordination.
- Help maintain accurate donor and supporter records within organizational databases.
Director of Operations Support
- Assist with administrative filing and document management related to homebuyer services.
- Assist with scheduling meetings, classes, and appointments as needed.
Director of Construction Support
- Maintain construction-related administrative files and documentation.
- Assist with subcontractor compliance records and construction project filing.
Qualifications
- Commitment to the mission and values of Cumberland County Habitat for Humanity.
- Ability to represent the organization professionally and positively within the community.
- Strong organizational skills with exceptional attention to detail.
- Excellent written and verbal communication skills.
- Ability to manage multiple projects and deadlines simultaneously.
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, Canva
- Experience with databases, CRM systems, and social media platforms preferred.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Ability to work effectively with volunteers, donors, staff, homebuyers, and community partners from diverse backgrounds.
Physical Requirements
- Primarily office-based work with occasional attendance at community events and volunteer activities.
- Ability to lift and carry up to 25 pounds.
- Occasional evening and weekend hours may be required for events and volunteer activities.
Benefits
- Paid vacation, holidays, and sick leave in accordance with organizational policy.
- Insurance supplement and retirement benefits in accordance with organizational policy.
- Opportunity to serve alongside staff, volunteers, donors, and homebuyers in fulfilling Habitat's mission of building strength, stability, and self-reliance through shelter.
This position plays an important role in supporting the ministry, mission, and daily operations of Cumberland County Habitat for Humanity by helping staff, volunteers, donors, and families work together to provide safe, affordable housing opportunities throughout our community.
Cumberland County Habitat for Humanity is an equal opportunity employer.
Pay: $15.00 - $16.00 per hour
Benefits:
- Paid time off
- Retirement plan
Education:
- High school or equivalent (Preferred)
Work Location: In person
