POSITION SUMMARY The Program Associate (PA) is a full-time non-exempt position reporting to the Program Director. The PA also works in coordination with the Executive Director (ED). The PA is the control center for Rebuilding Together Peninsula: serving as a hub for information for staff, volunteers, clients, and donors; providing oversight and direction for all office operations; and working in all three departments (program, development, and administration). The PA is also responsible for implementing Rebuilding Together Peninsula (RTP)’s year-round community outreach strategies, with a primary focus on generating interest in and applications for the National Rebuilding Day, Safe at Home, and other special programs. The PA works in collaboration with 8 other staff members and 2 AmeriCorps members to ensure the success of the National Rebuilding Day, Team Build, Safe at Home, and other year-round programs. RTP staff and volunteers work in a team-driven environment.
• Respond to incoming building visitors, phone calls, emails and letters.
• Develop, implement and maintain systems and strategies for making the office run smoothly, including but not limited to: pick up, open and distribute mail; make bank deposits; inventory, order and pick-up office supplies; coordinate pick-ups and deliveries; create and maintain up-to-date office filing; manage telephone system and postage machine
• Manage the office, including: computer and equipment purchasing, maintenance and back-up, establishing relationships with vendors, and general office purchasing, research and fulfillment
• Provide administrative support to Executive, Development and Program Directors
• Provide support to the part-time bookkeeper with credit card deposits, petty cash tracking, bill payments, credit card receipt collection and tracking, maintenance of vendor files, allocation of deposits and other related duties
• Maintain and manage database
• Process in-kind donor forms, check requests, and material and supply order forms as appropriate — both paper and online versions
• Manage correspondence with donors, Construction Captains, sponsors, Volunteer Coordinators, homeowners, city and county officials, suppliers and volunteers
• Planning, logistics and set-up for meetings and special events
• Support Board relations, meetings, activities and events
Client Relations/Community Outreach
• In coordination with the Program and Development Directors, develop and execute outreach strategy and materials to secure sufficient applications for all programs
• Coordinate applicant mailings to homeowners and community facilities throughout the year, including bulk mailings to referral agencies and prior applicants.
• Increase community awareness of RTP’s services by setting up presentations and meetings with referral organizations
• Develop relationships with other service providers to increase referral networks
• Process homeowner and community center applications for National Rebuilding Day, Safe at Home, Team Build and any special programs; follow-up with incomplete applications
• Confirm homeowner title and verify applicant qualifications – home ownership, residency, and income levels. Assist with police checks as needed.
• Participate in preview and review of potential projects
• Manage applicant and project databases
• Refer clients, as appropriate, to other services in the community
• Coordinate post-project follow-up with homeowners and community centers – obtaining client surveys, testimonials, “after” photos and referrals for future clients
Volunteer Development and Management
• Recruit skilled volunteers, volunteer groups, warehouse, office, outreach, and other special event volunteers to support organizational and program needs
• Serve as the initial contact for volunteer inquiries
• Forward interested volunteers to the appropriate staff person
• Train and manage office volunteers
• Prepare Construction Captain and Volunteer Coordinator handbooks, with input from other staff
• Assemble training and instructional manuals for various volunteer groups: previewers, runners, office, photographers, special event, etc.
• Prepare site maps and master site list
• Recruit and train NRD support volunteers
• Coordinate input of volunteer names into database
• Support PD, SAH Program Manager, and NRD Program Manager with volunteer appreciation events
• Oversee computer and network management
• Function as liaison with outsourced IT service-provider
• Ensure database timeliness and integrity, including oversight and training of office volunteers and new staff
• Coordinate and organize all data entry
• Coordinate input of volunteer names into database after National Rebuilding Day
• Assist with collection of in-kind donor forms for materials and labor used to support RTP programs.
• Support Dreams Happen (biennial children’s playhouse auction) and other special events
Other projects as assigned
• Commitment to serving low-income homeowners
• Impeccable organizational skills, significant attention to detail and follow-through, ability to work on multiple tasks in a growing and changing environment
• Self-starter, able to complete projects from start to finish
• Ability to work well with a diverse range of individuals from various ethnic, socio-economic, and living environments
• Ability to be flexible, adaptable, and maintain professional decorum under stress
• Strong communication skills with staff, volunteers, vendors, and clients
• Strong customer service mindset with effective and diplomatic, yet supportive communication style
• Ability to excel in a fast-paced, team-oriented environment and desire to work with volunteers who provide and need varying levels of support
• Excellent writing skills
• Experience with accounting and bookkeeping
• Computer literacy with Macintosh-based Salesforce, Filemaker Pro, MS Office products, as well as online applications such as Constant Contact and SurveyMonkey.
• Ability to work a flexible schedule, including occasional nights and weekends
• Spanish speaking a plus
• Education: College degree or commensurate experience
• Available to work on the last Saturday of April, National Rebuilding Day
Full-time, competitive salaried position ($30,000 – $40,000 DOE). Benefits package includes: medical, vision & dental insurance, vacation, sick leave and pension plan.
To apply, send cover letter, resume, and salary history to: info@rebuildingtogetherpeninsula.org
RTP will provide equal opportunity employment without regard to race, color, gender, age, disability, religion, national origin, marital status, sexual orientation, ancestry, political belief or activity or status as a veteran.
