Database and Program Assistant
The Schoolhouse Supplies Database and Program Assistant will support the organization’s programs and operations, including, but not limited to, development/fundraising, community engagement/volunteers, the Free Store for Teachers, Tools for Schools, Schoolhouse Supplies Online, and the KGW School Supply Drive.
Hours and Schedule: 12-20 hours per week, with increased hours during peak times. Flexible schedule possible during summer and school holidays and at times during school year.
Pay Rate: $12-$13/hr
Reports To: Community Engagement Manager
FLSA Status: Non-exempt
Since opening our doors in 1999, our mission remains the same: to support public education in the Portland area by providing free school supplies to students in need. We do this because we believe that every child deserves school supplies and has the right to a quality education regardless of circumstance.
In the schools we serve, on average, more than 7 out of every 10 children are enrolled in a federal nutrition program. Parents struggle to secure food, housing, and medical care: school supplies just can’t be a priority. Schoolhouse Supplies fills a gap, leveling the playing field so that all children have equal access to tools that allow them to achieve academic success and feel confident. With the community’s support, Schoolhouse Supplies has distributed over $26 million in free school supplies.
Timely and precise data entry, data and report processing, and database maintenance for multiple programs.
Development: eTapestry data entry; donor gift processing and thank you letter preparation (this work is minimal at some times of year and reaches a peak during the KGW School Supply Drive (late Aug-Sept,) end-of-year giving (Dec-early Jan,) and Celebrity Spelling Bee (Feb.). Run reports and retrieve information from database. Import volunteer and donor information from respective databases and sources.
Community Engagement: Volunteer Impact data entry; collect group volunteer contact information prior to volunteer engagement and input into database to facilitate quick sign-in and follow up; log volunteer hours; pull other reports as needed.
Free Store: Occasional Vtiger inventory data entry, and assist with pulling reports as needed
Communications: update contact info in My Emma e-communication contact database as needed
Ensure accuracy of data and usefulness of database systems; track and manipulate information on Microsoft Excel spreadsheets
Program communication response, preparation and distribution:
Development: mail appeal preparation and assistance, may include creation of document and mailing lists, assembly of mailing materials, coordination with external printer or vendor.
Community Engagement: Group volunteer reminder info and confirmations, follow-up thank you correspondence; potentially respond to volunteer@SHS.com inquiries and schedule.
Free Store: phone calls to businesses and organizations to recruit and follow up with supply drive partners; school and donor communication support
Tools for Schools, Schoolhouse Supplies Online and other off-site school supply programs: support in fielding teacher/school/parent supply requests, document schedules and confirmations; program wrap-up thank-you’s and communication
Free Store: answering phones; accepting and unloading supply donations; program logistics assistance, such as collection bin and poster distribution; supply pick up scheduling
Community Engagement: on-site event volunteer group support as needed
Program Event support
Additional duties as assigned
Knowledge, Skills and Experience
Demonstrated experience with CRM database and other software systems and tools, or track record of technology proficiency and the ability to quickly learn new systems
Highly proficient in Microsoft Office Suite and databases
Exceptional attention to detail
Ability to safeguard confidential information
Ability to take initiative, be self-directed, and prioritize multiple tasks with a proven ability to shift gears and manage multiple projects and priorities
Strong time management and organizational skills
Ability to collaborate with others in a dynamic & interdependent team environment
Demonstrated interpersonal, and communication skills to display professionalism with a diverse community of colleagues and contacts
Maintains punctual, regular and predictable attendance
Any combination of education and experience that provides at least two years of relevant experience.
Office experience preferred
Nonprofit/community experience and experience working with volunteers preferred
How to Apply
Please email a resume and letter of interest/cover letter to firstname.lastname@example.org and be sure to include your last name in the subject line.
EOE Statement: We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.