Program Coordinator

Portland OR

Description

COME JOIN OUR TEAM AND MAKE A DIFFERENCE! Are you energetic, self motivated and enjoy working independently? Do you like having fun at work while impacting thousands of teachers and children? I've got a job for you!! ORGANIZATIONAL OVERVIEW Since 1999, the Schoolhouse Supplies mission has remained the same: to support public education by providing free school supplies to under-resourced students. We do this because we believe that every child deserves school supplies and has the right to a quality education regardless of their family’s income or racial/ethnic identity. The program delivery model achieves additional goals through community engagement and by keeping supplies out of the waste stream. The majority of children served are enrolled in a federal nutrition program. The cost of sending a child to school with needed supplies is out of reach for many families, yet research shows that when adequately equipped, children miss fewer school days, are more attentive in class and achieve higher test scores in all academic subjects. With the community’s support, Schoolhouse Supplies has distributed $35 million in free school supplies and benefited hundreds of thousands of children. This entry level position works at the heart of Schoolhouse Supplies’ mission. The Program Coordinator manages the flow of products and information into and out of Schoolhouse Supplies, as well as develops and maintains relationships with some of our most important stakeholders: volunteers and product donors. The Program Coordinator is an opportunity both for candidates seeking to launch their career, as well as shift to the nonprofit sector and apply their project coordination skills used in another industry. The ideal candidate is 1) very good with people, 2) able to lift and move boxes of school supplies, 3) extremely well organized, and 4) skilled at organizing and distilling information and then communicating a clear message to stakeholders. Specific duties and qualifications related to the position are outlined in the job description below. POSITION SUMMARY The Program Coordinator works at the heart of Schoolhouse Supplies’ mission, facilitating the success of the organization’s programs, including but not limited to the Free Store for Teachers, the School Supply Drive, the Tools for Schools Backpack giveaway program, and the Volunteer Program. The Program Coordinator coordinates and maintains the flow of products and information into and out of Schoolhouse Supplies databases, the Free Store and Warehouse. This position develops and maintains relationships with teachers, volunteers, vendors and product donors. One or more of the essential duties below may include the help from interns or volunteers on a regular bases as coordinated by the Program Coordinator. Other duties as assigned. ESSENTIAL DUTIES AND RESPONSIBILITIES Warehouse and Free Store for Teachers • Receive incoming donations, including providing a high level of customer service to product donors • Maintain consistent systems for receiving and sorting products, supply inventory tracking, shelf stocking, and store cleaning • Monitor product donation quality • Serve as staff liaison to Free Store shoppers, schools, teacher contacts and districts – for deliveries and pick-ups such as for bulk distribution opportunities • Maintain accurate contact information for school liaisons, school office staff and school leadership, and district key contacts • Maintain Free Store shopping policies and procedures • Oversee all shopping activities and be present during shopping hours (expected: Tues-Thurs 1-6pm, Sept – May). Summer (June-August) and school vacation week hours can be more flexible • Prepare and maintain store displays and signage, ensure shelves are stocked and attractive • Assess inventory to achieve optimum supply stock goals and work with Programs Manager to set shopping limits • Maintain Inventory and Customer Relationship Management System database; input donations and contacts, communicate data entry volunteer needs to volunteer program, maintain reporting School Supply Drives – KGW School Supply Drive • Maintain and prepare schedules and reports • Under the direction of the Programs Manager, assess inventory to achieve optimum supply stock goals • Staff off-site collection events • Deliver/pickup supply collection boxes, receive and inventory donations • Support other supply drives as needed; coordinate communication with and delivery of materials to other school districts Tools for Schools (School Supply Giveaway Program) • Serve as staff liaison to schools for deliveries/pick-ups • Document annual program timeline and keep program schedule on track; work with Programs Manager, and other staff, to develop and monitor timeline • Maintain detailed and accurate tracking of all aspects of program implementation • Prepare and/or disseminate program-related communication to schools, sponsors and volunteers • Assemble school supply packing giveaway volunteer training materials and provide in-person or other training to each school event’s lead volunteers, if needed • Maintain accurate contact information for schools, sponsors and others related to program implementation • Coordinate supply/materials vendor(s); solicit and review bids for program materials, identify and order materials, and determine delivery logistics; work with schools to coordinate delivery • Review and process vendor invoices • Participate in program analysis to inform program planning Partner Purchase • Order materials and determine delivery logistics; process invoices Volunteer Program Recruitment and Retention • Create and implement recruitment plans and strategies. Partner with Hands on Greater Portland to recruit volunteers for recurring projects, as needed • Communicate regularly with staff and volunteers to be aware of any program-related concerns or suggestions • Provide day-to-day volunteer recognition and appreciation • Keep all key volunteers aware of program accomplishments, upcoming events, and opportunities for involvement • Collaborate with staff to develop annual calendar of volunteer recognition opportunities; develop and coordinate those opportunities Orientation, Training and Supervision • Train, supervise, and support SHS volunteers • Ensure that all volunteer work is done in a safe way and with appropriate oversight • Ensure that all volunteers complete an application and release form prior to doing any work • Provide all new volunteers with relevant marketing materials to explain the organization's mission and programs • Introduce all new volunteers to the staff and other volunteers (Programs Manager will also do this as needed) • Collaborate with other staff in planning and coordinating volunteer projects • Plan and lead volunteer projects • Ensure appropriate tasks are assigned based on each volunteer's availability, and specific interests • Provide task-specific volunteer training, supervision and feedback including, but not limited to the tasks of supply sorting, tallying and stocking, database entry, and front desk receptionist duties • Lead large and small groups of volunteers through program related projects • Adhere to Schoolhouse Supplies volunteer policies, best practices and applicable laws • Maintain updated schedule of volunteer shifts on shared staff calendar • Provide ongoing volunteer performance feedback to Programs Manager • Maintain productive & inclusive volunteer culture • Track all volunteer hours for use in marketing materials and funding requests 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 and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Ability to deal with frequent interruptions • Ability to transition to new tasks when needed while monitoring status of and completing prior tasks • Intermediate computer skills including various applications, databases, spreadsheets, macros, etc. • Intermediate skills in the Microsoft Office Suite – (Word, Outlook, Excel, Power Point) • Proven ability to work seamlessly with cross-functional teams • Excellent written and verbal communications skills • Excellent teamwork skills • Exceptional organizational skills • Familiarity with the types of products donated to and distributed by the Free Store is preferred EDUCATION/EXPERIENCE Associate's degree (A. A.) or equivalent from two-year college or technical school; or three plus years related experience and/or training; or equivalent combination of education and experience. LANGUAGE SKILLS Ability to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to respond timely to common inquiries, write routine reports and correspondence. CERTIFICATIONS This position requires a valid Driver’s License. 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. The employee must frequently lift and/or move up to 50 pounds and occasionally lift and/or move more than 100 pounds according to onsite safety policies. While performing the duties of this job, the employee is occasionally exposed to moving products in high or low, precarious places. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel, talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to climb ladders or balance and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and 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 noise level in the work environment is usually moderate to loud. EOE Statement: We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.