search
Home > Springfield jobs > Springfield administrative/office

Posted: Monday, November 20, 2017 11:49 PM

Reply

SPECIAL EVENTS/OFFICE COORDINATOR
(25 hours per week) JOB DESCRIPTION
NELCWIT’s mission is to work within the community to build safety, justice, and dignity for all. We offer shelter referrals, counseling, education, advocacy, and community organizing to women and children who have survived domestic violence or sexual abuse. As an antiracist, multicultural organization, NELCWIT also joins with and mobilizes other groups and individuals who are working to end domestic violence and sexual abuse, ensure human rights, and create social change.
This is an administrative, non-union position, supervised by the Executive Director. This is an hourly exempt position scheduled for 25 hours a week, with required weekend and evening hours for fund development activities. The Office/Special Events Coordinator will work directly with the Executive Director. This position effectively interfaces with all levels of the organization to coordinate office and facility management and assist with fundraising events and other special events.
Special Events Coordination
1. Provide administrative support and event planning for annual special events: Annual Direct Mail Appeal (Nov- Jan), Bowl-a-thon (Jan), Power of Women (March/April) and any new events planned by the agency.
2. Responsible for donor thank you letters and processing of checks, credit cards and cash donations at events. Recording of donor gifts in agency database, event marketing to donor base constituents through direct mail, email, social media, and newsletters.
3. Provide direct assistance to the Executive Director with mail appeals and newsletters including, editing, preparing mail merge list, coordinating the printing and mailing of appeal with outside vendors.
4. Take lead with preparing annual reports and developing new ways to communicate with public and constituents.
5. Prepare event funding reports for management and board of directors to properly manage and review revenue goals and expenses for events.

Office/Facility Management:

1. Oversee the maintenance of building facility.
2. Troubleshoot basic staff computer questions and coordinate outsource vendors for computer support if necessary.
3. Periodically update and maintain supply and computer inventory, including software, antivirus renewals, and email account information to ensure proper working and seamless transition during employee changes and transitions.
4. Maintain an inventory of agency property and equipment, and a record of purchases of all major equipment, computers in accordance to grant funder requirements.
5. Ensure the phone system is operating efficiently and train all new employees on its use and communication features.
6. Arrange for the maintenance and repair tasks including but not limited to: heating and cooling, electrical, fire safety, plumbing, pest control, building repairs, snow and lawn care, cleaning schedule and trash/recycling removal.

General Office Assistance as needed
1) Responsible for monthly purchasing of fixed and variable operating expenses in accordance to agency approved annual budget including maintaining documentation and sending records weekly to Nonprofit Data Management; our accounting firm.
2) In the absence of other management: serve as a liaison to the agency accountants/NPDM including the following tasks:
a) Responsible for receiving and processing incoming and outgoing mail
b) Responsible for accounts receivable including checks, credit card donations and cash
c) Work with Director to make weekly deposits in accordance to agency financial procedures
d) Weekly communication with accountants and sharing of accounting actions in a timely manner
3) Maintain Accounting and Human Resource Record Keeping Files in an organized manner.
4) Record keeping tasks and securing confidential documents in accordance to agency policy.

Other Duties:

1. Attend staff meetings and report on administrative updates as needed
2. Participate in the organization’s anti-racism process, including group discussions and trainings.
3. Other duties as assigned to support the agency mission.
4. Ability to travel as needed for agency business

Qualifications: Education, Training, and/or Experience

Experience in office/administrative management.
Exceptional verbal and writing skills demonstrated by writing sample.
Demonstrated experience in fundraising event planning and coordination.
Knowledge of social media and electronic marketing.

Skills, Knowledge, and/or Abilities
Candidate must:
Have initiative, exceptional organizational skills, be capable of assuming significant
responsibility and working independently, and possess a strong work ethic.
Have excellent relationship building skills with an ability to prioritize, negotiate, and
work with a variety of internal and external stakeholders.
Be comfortable with multi-tasking.
Be proficient with Microsoft Office applications, including Word, Publisher and Excel.
Have personal qualities of integrity, credibility, and dedication to the mission of NELCWIT
Have a commitment to anti-racism organizational development and to ending violence
and promoting social change through actively fighting against racism, classism, homophobia,
ableism, and all other forms of oppression.

Other Requirements:
● Bending, standing, and use of arms to move and file accounting documents accordingly.
● Ability to use office equipment safely including printer, copier, scanner, toner/ink cartridges and others.
● Capacity to work around people at public events and venues on behalf of the agency.
● Lifting packages 35 lbs. or under.
● Ability to concentrate on detailed tasks for 1-2 hour duration.
● Ability to maintain a calm and courteous demeanor when communicating with the public, agency donors, vendors and constituents.

NELCWIT accepts applications by mail or email: Send cover letter, writing sample, and resume that outline your qualifications.
NELCWIT
PO Box 520, Greenfield, MA 01302
Email: rebecca@nelcwit.org
Drop off at 479 Main Street, Greenfield
NELCWIT is an equal opportunity provider and employer. People of color are encouraged to apply. AA/EOE/ADA benefit

• Location: Greenfield, Springfield

• Post ID: 51980102 springfield
springfield.backpage.com is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider. © 2017 backpage.com