ADMINISTRATIVE ASSISTANT /VOLUNTEER COORDINATOR Mission
The AHAT Homecare (Affordable Housing and Treatment) provides safe, affordable housing to maintain, empower, and enhance the lives and dignity of people living with the effects of HIV/AIDS. AHAT is dedicated to providing quality, innovative services by responsible, caring staff and volunteers. AHAT Programs
AHAT owns and operates Three Cedars
, a state-licensed Adult Family Home that serves low- or no-income and homeless individuals disabled by AIDS and requiring assistance with activities of daily living. AHAT, in collaboration with the Pierce County AIDS Foundation, also owns and operates Project Open Door
, a program that provides permanent rental housing and intensive support services for homeless individuals with an HIV diagnosis. www.ahathomecare.org Overview
: The administrative assistant/volunteer coordinator provides essential administrative support to the Executive Director and the agency in the areas of information management, communications, bookkeeping, volunteers, donations and newsletter. Position Reports: Executive DirectorScope of Work Information Systems:
Maintain and update, or develop as needed, including:
- Simple and effective filing system
- Records management process
- Grant application and management process
- Policies and procedures documentation
- Outcome-based program evaluation reports
- Record and deposit incoming funds, donations etc.
- Track staff hours and manage payroll process
- Process invoices, investigate billing discrepancies
- Prepare budget reports for Board, grants and strategic planning
to the Executive Director, including:
- Correspondence and communication
- Systems training for other staff
- Formatting successful grant proposals
- Compiling, formatting and reporting data
- Attending staff and board meetings as needed
- Scheduling interagency activities and resources as needed
- Maintain ongoing list of house and resident needs which might be met through donations.
- Supervise incoming donation processes and documentation.
- Maintain records of in-kind and monetary donations and meet any reporting requirements.
- Manage correspondence with donors in a timely manner.
- Manage donor database
- Monitor and maintain systems for volunteer recruitment, orientation, retention and evaluation, record keeping and reporting requirements.
- Facilitate planning, organizing, scheduling and gathering materials necessary for volunteer projects.
- Coordinate with E.D. and staff to identify volunteer assignments.
Maintain records of volunteer hours and meet any reporting requirements
- Identify and organize community outreach efforts, such as local volunteer fairs and festivals as well as other community celebrations and festivals that support volunteerism.
- Responsible for assisting with the production and distribution of quarterly newsletter.
- Proficiency with Microsoft Office programs; familiarity with fundraising/volunteer databases (i.e E-Tapestry, Greater giving, and ability to utilize social media
- ( Facebook, Twitter, etc)
- Excellent communication skills, particularly written; experience in newsletter editing and production.
- Bookkeeping and budget experience.
- Well-organized and detail-oriented.
- Good time management skills.
- Flexible and able to multi-task.
- Creative and visionary in working with volunteers, residents and staff.
- Compassionate and empathetic towards residents and staff.
- Post- secondary education in nonprofit and/or social service or equivalent of two years year of relevant work experience in a nonprofit organization are required.
- Demonstrated ability to work effectively under stressful conditions with people of varying racial, ethnic, gender, religious, disability, sexual orientation, and socioeconomic backgrounds.
- Access to a reliable transportation.
- Practical knowledge of HIV/AIDS, long-term care, end-of-life, and/or affordable and accessible housing issues welcomed.