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Responsibilities
THE ROLE
The Administrative Assistant (PT) will be instrumental in ensuring the smooth operation of HomeWorks, dedicating 5 to 10 hours per week to various administrative tasks. This multifaceted role includes responsibilities such as filing, communication, volunteer management, errands, purchasing, event planning and management, data entry and more.
Communication and Outreach:
Efficient Handling of General Inquiries: Prioritize timely responses to general inquiries from scholars, families, volunteers, donors and community members. Whether addressing questions, concerns, or requests for information, a timely response contributes to a positive and supportive community experience.
Swift Handling of Volunteer Interest: Respond promptly to individuals expressing interest in volunteering, providing them with relevant information about opportunities, requirements, scheduling and the onboarding process. This includes maintaining ongoing communication to keep potential volunteers engaged and informed.
Development Support:
Works extensively with the database to generate queries and exports required for annual giving outreach.
Prepares regular statistical and analytical reports on HomeWorks' development progress utilizing the database.
Aids in processing all incoming gifts to HomeWorks and ensures the maintenance of contact records with relevant giving-related information.
Prepares acknowledgment letters and other donor correspondence as needed.
Provides support for solicitation and invitation mailings, collaborating with vendors and mail houses to ensure timely ordering and delivery of materials and data.
Coordinates with the house and admin team on diverse projects associated with development initiatives.
Assists scholars seeking alumni/ae contact information for fundraising purposes, internships, and events. Filters and reviews requests in collaboration with the Department Director, providing necessary information to scholars.
Assist in campaigns by supporting committee volunteers and maintaining pledge records.
Composes and edits reports, correspondence, solicitation materials, invitations to cultivation events, and memos.
Assists with the planning, coordination, and implementation of special events.
Administrative and Operations Support:
Email and Calendar Coordination for Leadership: Manage email scheduling and follow-ups on behalf of the ED and COO, ensuring efficient communication and organization of their email correspondence.
Volunteer Management: Recruit and onboard volunteers, facilitating the organization of volunteer schedules and tasks. Provide support in coordinating volunteer activities to enhance the overall efficiency of volunteer engagement.
Filing and Documentation: Maintain systematic and organized filing systems for documents and records. Ensure the timely and accurate filing of administrative paperwork for easy accessibility and retrieval
Requirements
THE PERSON
The person we would be over-the-moon to work with is excited to add to our culture based on a deep belief in our mission and a deep commitment to intentionally build our organization alongside a team with differing personalities, cultures, experiences, backgrounds. The Administrative Assistant will see themselves in the examples below:
Efficiency and Organization - You organize your time in an efficient and productive manner. You have and can further develop your own systems and tools and know how to leverage those tools to hold yourself accountable, and help lead others. You are efficient and effective in your work.
Follow through on commitments. You live up to your professional and personal commitments and do not miss deadlines. You are reliable - in showing up in the work space and in following through what you commit to leading and creating.
Initiator. You take initiative to solve a problem on your own. You understand how you best absorb information and will take proactive steps to do what you need to do to learn something new even if your manager or boss is not presenting the information in a way that is most helpful.
Detail oriented. You do not let important details fall through the cracks and use tools (e.g. pen and paper, video notes, google docs, etc.) to keep yourself and others on track.
Team Player. You are community-oriented. You are flexible and are willing to jump in and do things that may not have been outlined in your job description. You have a growth mindset and welcome feedback as an opportunity to learn and grow as an individual and as a team.
Honest Communicator. You communicate honestly and with transparency. You are willing to engage in courageous conversations.
THE TANGIBLE GOODS
Location: Lawrence/Trenton, NJ. There may be occasional opportunities to work from home.
Typical Working Hours: Approximately 10 hours per week. There will be weeks where you are asked to work longer hours or weekends as necessary.
Salary range: HomeWorks Trenton values our employees highly and acknowledges the importance of salary in recognizing and compensating for the value that employees create. We are continually growing in our ability to compensate employees as highly as we want to, and are actively fundraising in order to do so. Joining HomeWorks means being part of a deeply mission-driven and community-oriented organization that invests in development of staff as both people and professionals. In your first year, expect a compensation of $20/hr.
Benefits:
Professional development and leadership growth opportunities
A rewarding career that positively impacts our amazing scholars
Start date:
January 2024
Application Deadline: Rolling
Application Link:
Non-negotiables:
High School diploma
Excellent verbal and written communication skills.
Proficient in Google Suite, Salesforce or related software.
Excellent organizational skills and attention to detail.
Basic understanding of clerical procedures and systems such as database management, recordkeeping and filing.
Ability to work independently.
Physical Demands: Walking up and down stairs, potentially moving furniture and boxes during Move In and Move Out Day.
About the Company
HomeWorks Trenton, Inc. is a 501(c)(3) non-profit that runs a free, community-based, after school residential program for Black and Brown high school girls in Trenton, New Jersey. We provide a space where Black and Brown girls can authentically express themselves while developing academic and social-emotional tools to thrive despite living in a systemically unjust society.
Our scholars live in the HomeWorks house from Sunday evenings to Friday mornings and are transported to and from their Trenton Public Schools every day to ensure timeliness. After school, scholars engage in daily activities focused on academics and identity-driven leadership, eat a family-style meal, and stay overnight in our dorm with two full-time staff members. Our HomeWorks model decreases chronic absenteeism and improves scholars’ academic performance and social-emotional skills while celebrating the power of Black and Brown sisterhood. By providing a space to explore and define their experiences, cultures, and identities, HomeWorks offers our scholars a chance to see that their ideas, visions, and presence are valid and relevant in this world.
Founded in 2016, HomeWorks has built a diverse team of full-time and part-time staff, board members, and volunteers. Together, we have run five programs and built a HomeWorks community. The HomeWorks team has been recognized by Princeton University, McKinsey & Company, Echoing Green, Comcast, Hollister, TRESemmé, Camelback Ventures, Barclays, Vital Voices, The Rachael Ray Show and more.