ADMINISTRATIVE COORDINATOR SAMMEXPRESS

Job Description

Job Description

Job Description

Job Title : Administrative Coordinator (SAMMExpress)

Location : SAMMExpress Donation Station

Reports To : Donor Relations Manager (SAMMExpress)

FLSA Status : Non-Exempt

Prepared By : Community Engagement Manager

Salary : $16 - $17 per hour

SUMMARY : The Administrative Coordinator (SAMMExpress) coordinates the day-to-day operations of the SAMMExpress Donation Station, serves as the back-up for the Development Department’s donor database, and performs other tasks (i.

e., events, and special projects) as needed. The person in this position possesses a high level of energy, ambition, and efficiency;

strong interpersonal, communication and computer literacy skills; and the ability to effectively and courteously respond to questions from the general public and donors.

• ESSENTIAL DUTIES AND RESPONSIBILITIES
• Provide professional and courteous customer service to all general public, volunteers, donors, and staff, both in-person and over the phone.
• Manage in-kind gift entry and data input into the appropriate constituent database and maintain accurate paper and electronic records of in-kind donations.
• Ensure the accuracy and integrity of constituent data and update records as needed, including donor requests, staff actions, and relevant notes.
• Appropriately acknowledge all gifts within 48 hours or within five business days during peak times.
• Generate reports from databases as needed.
• Train and oversee volunteers in different areas of the SAMMExpress Donation Station and provide a welcoming environment for them.
• Participate in day-to-day work of the SAMMExpress team, including scheduling donation pick-ups and drop-offs using an electronic dispatching system;

accurate receipting of in-kind donations; sorting, storage, and distribution of in-kind items; accurate clock-ins and outs.

• Communicate daily scheduling needs (e.g., donor pickups and client move-outs) to Donations Specialist / Drivers and ensure Drivers stay on schedule throughout the day.
• Identify, research, and cultivate relationships with donors and prospects to meet in-kind needs, as requested by the Donor Relations Manager (SAMMExpress).
• Assist in solicitation of in-kind donations and other aspects of donor relations, as requested by the Donor Relations Manager (SAMMExpress).
• Collect and file all necessary paperwork for SAMMExpress records, including receipts from all SAMMinistries sites, gas receipts, and inventory sheets from pick-ups and drop-offs.
• Work with appropriate staff to maintain updated in-kind needs list that is shared online and on other external collateral.
• Assist Donor Relations Manager (SAMMExpress) with special event donation tracking and regularly scheduled donation orders / partnerships.
• Learn Raiser’s Edge donor database system and serve as back up for the Database Administrator.
• Participate in all-department or all-agency events and activities as requested and as needed.
• Assist Development team with additional administrative or fundraising tasks as requested.
• Other duties as assigned.
• GENERAL EXPECTATIONS
• Attention to detail, accuracy, and privacy required in the handling of donor information.
• Develop goals, priorities and timelines on a regular basis, ensuring timely and efficient management and completion of all related tasks.
• Communicate and coordinate priorities, progress, workload, and challenges to the Donor Relations Manager (SAMMExpress) on a regular basis.
• Attend staff meetings and participate in organization wide planning activities.
• Handle other tasks as assigned by the Donor Relations Manager (SAMMExpress), Community Engagement Manager, VP of Development, Chief Operating Officer, or President and CEO.
• Keep up to date on skills and best practices of the donor management system, Microsoft Word, and Excel.
• Undertake all activities with the highest ethical standards.
• High School Diploma or GED equivalent plus two years of database or customer service experience in a related position required OR a bachelor’s degree from a four-year college or university;
• core computer skills in word processing, data entry (fundraising software preferred), spreadsheets and email required; knowledge of fundraising preferred;
• excellent clerical, administrative, organizational, interpersonal, problem solving, decision-making, written and oral skills;

ability to multi-task in fast-paced environment; strong attention to detail; ability to work evenings / weekends as needed.

QUALIFICATIONS

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

LANGUAGE SKILLS

• It is imperative that the person in this position possess a high level of energy, ambition, and efficiency; strong interpersonal, organizational, communication and computer literacy skills;
• strong attention to detail, accuracy and capable of meeting deadlines; ability to read, ability to write letters, and business correspondence;

ability to effectively and courteously present information and respond to questions from the general public.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists;

ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

Candidate must have a valid Texas Driver's License, a good driving record, reliable transportation and proper insurance coverage on automobile use for work.

Monthly mileage reimbursed for applicable and documented work-related mileage. Some travel may be required.

OTHER SKILLS AND ABILITIES

• Ability to operate a computer, copier, fax machine, and a telephone with intercom. Ability to work in Microsoft Windows 10 and Office Suite applications;
• a willingness to learn new programs and applications is essential; ability to follow instructions, think conceptually, set priorities and interface effectively with staff;
• ability to coordinate work requirements and to handle several projects simultaneously; ability to work conscientiously without supervision;
• must have excellent written, verbal and interpersonal communication skills; ability to maintain strict confidentiality and interact well with all constituencies;

ability to work independently but also be flexible in providing assistance to the "team" as needed.

PHYSICAL DEMANDS

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 occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls;

reach with hands and arms; and talk or hear. Must be able to lift at least 25lbs and go up and down a stepstool. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT

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 work environment is indoors.

Workload may dictate work hours in excess of 40 hours per week and during evenings and weekends. The noise level in the work environment is usually low.

This position requires on-site face to face contact with employees, donors and other SAMMinistries constituents.