OFFICE AND PROGRAM ASSISTANT
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 $30 million in free school supplies.
The Schoolhouse Supplies Office and Program Assistant will support the organization’s operations and programs, 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.
Position Description (Preliminary)
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 product donor contact information from respective databases.
- 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 volunteer birthday reports weekly and other reports as needed.
- Free Store: Vtiger inventory data entry, enter data from inventory tally sheets and teacher shopping lists as needed
- Communications: update 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 (electronic and print.)
Free Store for Teachers program support:
- Receive incoming donations, including providing a high level of customer service to product donors
- Maintain system for product donor acknowledgement including receipts
- Monitor product donation quality
- Maintain systems for receiving and sorting products, supply inventory tracking, shelf stocking, and store cleaning
- Oversee teacher shopping activities: greeting, check-in/out, preparation of shopping lists and additional duties as assigned.
- Support summer school supply drives: deliver/pickup supply collection boxes, receive and inventory donations
- Operate pallet jack for large donation intake
- Pick-up of donations using Schoolhouse Supplies van, as needed
- General office duties (greet visitors, answer phones, reply to email and phone inquiries)
- Provide positive customer service to all donors, teachers, volunteers and other guests
- Other duties as assigned
Core Competencies – Office and Program Assistant
- Demonstrated experience with CRM database and other software systems and tools
- Highly proficient in Microsoft Office Suite and databases
- Proficiency with Twitter, Facebook, Instagram, and WordPress
- Exceptional attention to detail
- Ability to safeguard confidential information
- Ability to take initiative, be self-directed, and prioritize multiple taskswith 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
- Nonprofit/community experience and experience working with volunteers preferred
- Maintains punctual, regular and predictable attendance
Core Competencies – Organization-wide:
- Reliability: Is stable and predictable in positive job performance. Accomplishes required tasks with minimum supervision. Maintains punctual, regular and predictable attendance.
- Quantity of Work: Completes appropriate amount of job tasks or requirements as assigned.
- · Accuracy and Quality: Demonstrates high level of attention to correctness, precision, or exactness of job duties and projects. Pays attention to detail.
- · Organization, Planning, and Project Management: Accepts or initiates projects, and completes those projects in a timely and professional manner. Manages the position or function by effectively acquiring appropriate resources; prioritizing assignments; and avoiding crises. Keeps supervisor apprised of progress.
- · Level of Responsibility: Accepts and assumes responsibility for the performance or tasks that may or may not be outlined in the individual’s job description.
- · Initiative: Is aware of what needs to be done and takes action without being told, including helping other employees, departments, and customers.
- · Performance Standards/Feedback: Informs supervisor of problems or situations both positive and negative that can be changed to improve overall performance of the individual or company
- · Problem Solving: Identifies and solves job-related problems or concerns. Obtains necessary resources and information, and makes decisions that positively affect the operating goals or objectives.
- · Teamwork: Respectfully takes direction from Manager and positively and professionally communicates with manager, peers and other employees to enhance the company’s working environment. Works collaboratively in a team environment with a spirit of cooperation. Resolves issues or reaches consensus in a group setting that coincide with applicable objectives.
- · Customer Service: Positively and professionally serves internal and external customers to exceed their expectations and to enhance the company’s service-oriented environment. Maintains a reputable and congenial atmosphere. Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with customers, coworkers, donors, volunteers, and vendors, including the ability to communicate effectively and remain calm and courteous under pressure.
- · Company Support: Positively committed to the company’s vision, mission, and beliefs and is striving toward attaining established goals and objectives.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and depth perception.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Any combination of experience and training that would provide the required qualifications, knowledge, skills and abilities. The ideal candidate will be eager to work in a nonprofit or education-related organization.
Must pass a criminal background check.
Compensation and Hours
- $12.50 – $15.00 per hour, depending on experience
- 12-20 hours per week, with increased hours during peak times and potential for additional hours during peak times, flexible schedule possible
- Required hours include:
- School weeks when Free Store is open: Tuesday – Wednesday 1pm – 6:30pm
- School holiday and Free Store closure weeks hours will be between 9am – 5pm Monday – Friday, except for a few evening or weekend special events during the year and as noted below
- The last two weeks of August and first week of September, expect to work the max number of hours and possibly early or late hours to accommodate school schedules (school district calendars have not been released yet, so we can’t be more specific)
How to Apply
- Please email a letter of interest/letter of introduction/cover letter that describes your interest in the position, along with a resume to: firstname.lastname@example.org and be sure to include your last name and position title (OK to abbreviate!) in the subject line.
- The position is open until filled and we are interested in filling it as soon as possible.
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.