Volunteer Coordinator and Administrative Assistant

Overview

DEPARTMENT:       Administration

REPORTS TO:         Business Administrator

SUPERVISES:          N/A

STATUS:                   Non - Exempt

SCHEDULE:             Full-Time

FUNCTION:  Provides administrative support on Kroc Center Campus and Area Services. Administrative support in the fundraising process throughout the year.  Provide excellent service to all who participate in functions held at the Kroc Center.  In conjunction, they will keep as a priority, the promoting of the Christian faith and values in keeping with the Mission of The Salvation Army.

Responsibilities

Kroc Administrator Assistance:

• Receive/make calls and handle correspondence for Kroc Center Administrator, as directed.
• Maintain resource contacts/files
• Coordinate and maintain TSA property and equipment project process for Dayton. This would include using excel or like program to track the status of each project.
• Coordinate official TSA process as it relates to documentation, signatures and correspondence with DHQ for property and equipment.
• Assist with Public Relations:
  • Liaison with companies/general public (Special events, donations, complaints)
  • Press Releases
  • Community events, fairs, etc.
• Assist with Corps administrative responsibilities as directed by Kroc Center Administrator.

Administration Office Assistance:

• Assist Business Administrator as requested
• Assist in maintaining Administrative files
• Maintain all duties related to Advisory Board (minutes, agenda, contacts, etc.)
• Develop a rapport with Advisory Board members.
• Help copy all materials relating to business operations
• Proofread materials/correspondence as requested.
• Function as secretary/note taker for meetings such as Executive, Marketing and Logistic meetings.
• Assist with Christmas programming for business (Intake, ordering of turkey/gift cards, etc.)
• Control and maintain the Christmas seasonal related calendar (administrative and campus wide events/happenings)
• Contact stores at Christmas related to Kettles
• Assist in the assembly of packets for presentations as needed
• Assist procurement office in ordering supplies as directed.
• Assist with daily mail (stamping and distribution) in the absence of assigned person for these duties

Fundraising:

• Red Kettle Club (Typically Christmas and Camp)
  • Maintain all duties related to “Red Kettle Club” (Data base, mailings, donations, etc.)
  • Working in conjunction with the Business Administrator to see that all Red Kettle appeal letters are prepared and mailed in a timely fashion
  • Preparing thank you letters for signature for all gifts received - within 48 hours of receipt of the gifts
  • Responsible to prepare a daily report (during Christmas and camp months) for the Business Administrator and Manager of Financial Operations showing all gifts received
  • Assure that all Red Kettle gifts are entered into Dayton’s donor database program
• Mail Appeal/White Mail/Special Fundraising
  • Serving as direct contact with the Mail Appeal service provider (Remove/add/correct donors, Proof mail appeal letters, etc.)
  • Working with the Business Administrator in the development of all mail appeal packages
  • Issuing thank you letters (for white mail, mail appeal, etc.) in a timely manner upon receipt of the gifts and preparing each for the necessary signatures

Oversight and Control of Volunteer/Intern Opportunities

• Work with other departments to determine volunteer needs
• Serve as the contact person for all volunteer inquiries. Meet and interview prospective volunteers/ volunteer groups to determine best placement at the Kroc Center
• Recruit volunteers for various events as requested
• Develop network for Kroc Ambassadors as directed by the Kroc Administrators
• Maintain a database of all volunteer applications received
• Develop relationships with area schools and colleges for possible internship opportunities.
• Coordinate appropriate paperwork, background checks and mandatory training with Human Resources.
• Work as the liaison between the Dayton Kroc Center and Community Organizations
• Represent the Dayton Kroc by attending off-site events such as community fairs and corporate events with the intent of sharing volunteering / SA programs mission information
• Provide volunteer information for the Kroc Center’s web page in coordination with the Kroc Center Marketing and IT departments

Other Duties:

• Maintain mailing list for Semi-annual Kroc Newsletter and assist in mailing
• Assist with Annual Report
• Assist with grants as requested
• To assist with the Christmas assistance programs/activities or other special events that deal with support given to the community as requested by the Kroc Center Administrator or the Business Administrator

Receptionist/Phone/Front Desk: To fill in for various people as needed

• All other duties as deemed necessary and appropriate by the Kroc Center Administrator or Business Administrator

Qualifications

• Administrative degree or equivalent experience working in Senior level administrative office
• Strong creative, communication, and phone skills
• Administrative skills
• Computer skills – able to work in Microsoft Office programs – proficient with at least Word and Excel. Ability to learn multiple donor data base programs.
• Able to multi-task and meet hard deadlines
• Able to work in a team environment

The Salvation Army’s Mission StatementThe Salvation Army, an international movement, is an evangelical part of the universal Christian church.Its message is based on the Bible. Its ministry is motivated by the love of God.Its mission is to preach the gospel of Jesus Christand to meet human needs in His name without discrimination.