To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Excellent organization skills and attention to detail.
• Great communication skills both verbal and written; real interest in people and volunteerism.
• Self-starter with ability to prioritize, work under pressure, and multitask in a fast-paced environment.
• Willingness and flexibility to ‘do it all’ and at all levels from making coffee and scheduling meetings to interacting with major donors.
• Ability to work independently as well as part of a team.
• Excellent computer literacy skills: Microsoft Office, including Word, Excel and Power Point at minimum. Experience using Gmail, including Google Drive and Google Calendar. Ideal candidate would have some knowledge of donor management software and Salesforce.
• High degree of initiative; high energy, positive, “can-do” team player.

PRIMARY DUTIES AND RESPONSIBILITIES

Organization Administration

• Organize staff meetings, lunches, retreats and other activities that strengthen operations and working culture.
• Manage the internship program including recruitment, selection, and orientation in partnership with department directors.
• Support day-to-day operational and administrative processes including maintaining paper and electronic filing systems, processing and routing income/outgoing mail; creating check deposit reports, etc.
• Keep office physically neat and well-organized: maintain/order office supplies; maintain records, passwords and keep procedures up-to-date and accessible.
• Manage all vendor relationships including phone, internet, copier, and fax and troubleshoot when problems arise to ensure minimum downtime.
• Work with outside IT support to maintain computer, network and phone systems. Overseeing computer system backup procedures.
• Create a process for tracking software and computer inventory so that upgrades/updates and reassignments of hardware can happen smoothly, as needed.
• Implement and maintain HR processes, including recruiting and orienting staff, volunteers and interns, collecting and tracking time-off requests, sick days, annual reviews, etc.
• Cover the Assistant to the Executive Director duties when needed.
• Work with health insurance and organization insurance vendors to secure the best benefits/cost for staff and organization and compliance with laws.
• Maintain shared calendar and keep staff informed of one another’s schedules, upcoming events, vacations, and other out-of-office needs.
• Work with the Communications Manager to ensure marketing materials are well stocked.
• Assist with answering phone and routing calls to the appropriate departments/personnel.
• Greet guests and arranging amenities as needed.
• Some evening and weekend hours will be required.

Volunteer Manager

• Support the scheduling and set up of our “On the Bright Side” Tours, a one-hour introduction to our organization’s mission and volunteer recruitment strategy.
• Meet with tour attendees who want to volunteer and find ways for inspired guests to get involved.
• Serve on YA’s board committee focused on the growing community of volunteers and supporters.
• Recruit and manage volunteers and interns.
• Organize volunteer related meetings (scheduling, RSVP management, logistical support) including grant panels, marketing advisory, artistic advisory and education advisory group meetings.
• Support the Development Director and Leadership Team with volunteer needs, including volunteer recognition.
• Organize YA related mailings to various constituencies, including donors and school partners.
• Develop and implement a system for tracking volunteer hours and interests.