Part-Time Program/Volunteer Coordinator

Location: Springfield, MA
Date Posted: 03-01-2017
Great opportunity! 

Small but busy nonprofit in Springfield, MA dedicated to improving the lives of homeowners in the Springfield area. 

  1. Coordinates the activity of the organization, to include maintaining both hard copy and electronic copies for the management of operating budgets, contracts, grants administration, inventory management, payroll reports, travel, purchasing, and/or distributions; reviews and reconciles monthly reports, prepare for the annual audit, and 990.
  2. Maintains and updates donor databases with all contacts and their applications, contractors, volunteers, sponsors and donors. All invoices are scanned and then uploaded to the corresponding home project.
  3. Ensure all required documentation are completed, property taxes are verified, and current, mortgage if any is current, Google home to ensure it is not for sale. Maintain hard copy files for all applications.
  4. Monitors and communicates with the President and Associate Director when thank-you letters are required. Writes letters and sends to the President for signature. Tracks letters in an Excel file.
  5. Assists in the development of e-Newsletters in Constant Contacts to communicate organizational information. Develops flyers, postcards, etc. utilizing MS Publisher and maintains hard copy quantities.
  6. Tracks and registers volunteers/attendees
  7. Updates applications and makes changes to form as needed in both English and Spanish.
  8. Checks for voice mail messages and US mail at the start of each day. Communicates daily with the President via email the daily calls to staff and all mail received.
  9. Responsible for answering telephone calls and assisting caller or giving the message to appropriate staff member.
  10. Responsible for keeping the project white board and calendar in break room current.
  11. Assists in training and support for volunteers and/or interns in performance of program and administrative activities, as appropriate to the position.
  12. Orient staff and volunteers with office equipment.
  13. Maintain information in a confidential manner regarding all staff.
  14. Maintains filing systems for the organization and President.
  15. Ensures that all “in-house” meeting have supplies and materials necessary to successfully conduct said meetings.
  16. Ensure that all office equipment (copier, phone system, etc. are in good working order). Maintain inventory of internal supplies ordered and needed.
  17. Ensure kitchen, conference space and work areas are organized and clean. Assist in upkeep of office.
  18. Ensure that office supplies are available to staff and ordered in a timely fashion.
  19. Monitors grant and funders requirements by setting up an Excel document with the organization, application deadlines, what was awarded, etc. Scans grant award letter for annual audit and records.
  20. Performs miscellaneous job-related duties as assigned.
Skills Required:
  • Must have Constant Contacts​ software experience
  • Ability to gather data, compile information, and prepare reports. Ability to communicate effectively both orally & in writing.
  • Skill in organizing the administrative function.
  • Ability to develop and maintain recordkeeping systems and procedures.
  • Work is normally performed in a typical interior/office work environment.
  • Working knowledge of Microsoft Office programs. Firefox/Internet Explorer.
  • Organized, able to work under pressure, enthusiastic, energetic, flexible
  • Excellent customer service skills. Bilingual desirable
Griffin Staffing Network, LLC
1145 Main Street Suite 508
Springfield, MA 01103
Phone (413) 788-0751
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