181 Brackett Street
JOB CODE: 2000-03-07-18
Overview and Position Summary: LearningWorks reimagines learning through innovative programs that help children, families, and adults realize their potential and build thriving communities. With headquarters in Portland’s historic West End neighborhood, LearningWorks recently celebrated its 50th anniversary serving the community in 2017. Our organization started as a grassroots neighborhood advocacy group that, over time, evolved to focus on providing free education programs to give community members of all ages the tools they need to realize their potential. We currently offer five major programs, including an afterschool program for 1,000 students at 11 sites throughout southern Maine; a community service and restorative justice program for corrections involved youth; an AmeriCorps program that provides up to 100 members annually to support struggling schools with one-on-one and small group classroom support; a YouthBuild program for students who need an alternative pathway to complete their education and enter the workforce; and an English language instruction program for adult new Mainers.
Our Development + Office Coordinator will work closely with our executive director and administration team to organize, coordinate, and maintain smooth and efficient day-to-day operations and procedures for our headquarters in Portland and our fundraising operations. The Development + Office Coordinator will handle a wide range of administrative and executive support tasks and coordinate the administrative logistics of our individual giving program, events, grants, and corporate sponsorships. We are seeking a talented, exceedingly well organized, flexible, and resourceful team member. A friendly demeanor and excellent communication skills are essential.
· Serve as building information liaison. Fully understand the flow of people and work across the office, including visits, meetings, program schedules, and other gatherings. Publish a weekly bulletin informing all staff of events or other activities in the building and what implications it may have on the staff and space.
· General organization of the office. Oversee and maintain office supplies and equipment. Negotiate and maintain ongoing supply contracts, maintain list of preferred vendors, coordinate disposal of unneeded office furniture and equipment.
· Kitchen / common area management. Keep conference room, common area, and kitchen spaces neat and organized. Stock office common areas, conference rooms, and kitchens. Ensure printers are operational and stocked with paper and consumables.
· Manage meeting space calendars and planning for employees, visitors, students, and teams, and effectively problem-solve issues related to special space needs.
· Develop, maintain, and document systems and protocols regarding all office operations.
· Manage the flow and distribution of outgoing and incoming mail.
· Oversee reception volunteers and coordinate reception responsibilities: greeting and directing visitors, directing phone calls, managing Auto Attendant, etc.
· Act as key liaison with building services vendors. Select and manage cleaning, maintenance, and repair crews under the direction of the Executive Director. Monitor cleaning crews, ensuring environmentally friendly and effective cleaning methods. Ensure expeditious snow removal.
· Work with administration team to coordinate emergency preparedness planning; ensure health and workplace safety protocols are followed.
· Regularly assess and coordinate the maintenance and repair of:
o Plumbing, heating, and electrical systems
o Security systems
o Sound and lighting
o Kitchen equipment
o Office Equipment
· Coordinate the care and usage of all company vehicles including registration and inspection, oil changes, repairs, scheduling, etc.
· Run necessary errands
· Coordinate schedule of donor tours and site visits, as well as donor communications, and manage administration of mail and email communications to donors
· Administer our donor database (Giftworks); record all donations, generate relevant reports, set up calendar of reports and stewardship action items, promptly process and acknowledge all gifts received
· Assist with scheduling, preparing for, and providing administrative support to Development Committee meetings, fundraising campaigns, and fundraising events
· Ensure donor profiles are up to date and actively tracking gift history, event attendance, campaign engagement, etc.
· Administer all direct mail fundraising appeals
· Provide confidential donor administration support to the Executive Director
· Manage administration of monthly donation program; communicate with vendors and donors to keep program running smoothly
· Track progress toward annual fundraising goals through reporting mechanisms within Giftworks and regular communication with our finance office; brief Executive Director on progress on a weekly basis
· Manage annual calendar of grant proposals, track deadlines, submission status, award status, etc. and communicate with Executive Director and grant writer to keep projects on track
· Schedule and maintain the organization of the Executive Director’s meeting and appointment calendar.
· Assist in the planning and organization of agency events, such as, but not limited to: meetings, retreats, or parties. Research and book event venues; arrange for equipment and services; assist in the research and selection of caterers and other service providers.
· Support the Executive Director with office management or clerical tasks as needed including, but not limited to, producing reports for board meetings, special mailings, and other tasks in pursuit of the organization’s mission
· Assist in the planning and execution of monthly board and committee meetings: send calendar invites and confirm attendance; prepare meeting packets; arrange for food, supplies, and materials as requested, compile and disseminate notes and minutes, manage room set up and all communications related to meeting logistics.
· Compile plans, itineraries, agendas, and more for internal and external meetings
· Assist with expense reporting
· Assist in coordinating the agenda for leadership team meetings, all staff meetings, and offsite retreats
· A passion for our mission and the nonprofit education sector
· Impeccable written and oral communication skills
· At least three years of progressive experience in office management or similar work
· Results oriented: able to work independently or as part of a team in a fast-paced, demanding work environment and easily adapt to change
· Ability to multi-task: laser sharp attention to detail and ability to stay organized while prioritizing a busy workload
· Inquisitive nature, takes initiative to investigate solutions independently
· Strong organizational skills and demonstrated ability to follow through on tasks and goals
· A positive attitude and sense of humor; confidence, common sense, and good listening ability
· Flexibility and adaptability; able to shift styles to fit the needs of a wide range of cultures, people, and organizations
· High emotional intelligence; ability to easily develop meaningful relationships with diverse individuals from many different backgrounds
· Love of continuous learning and an eagerness to help build our administrative capacity and take the organization to the next level
· Self-starter with proven ability to work with and be sensitive to a diversity of people, cultures, and family structures
· Highly organized, responsive, and willing to go above and beyond
· Software and Computer Skills: Proficiency in Constant Contact or similar e-mail marketing software, MS Office Suite (Word, Excel, Outlook, PowerPoint), social media platforms, internet navigation, VoIP systems, and database or data entry experience (preferably Giftworks) required. Experience with Adobe Suite preferred.
· Consistent access to reliable transportation preferred
· Associates or Bachelor’s Degree preferred
Reports To: Executive Director
Supervises: Front Office Volunteers
Our Hiring Process and Timeline: We will review applications on a rolling basis until the position is filled. We will begin scheduling phone interviews on March 30th. We will conduct short phone interviews in early April and begin in-person one-hour interviews in mid-April. Finalists will be invited to a second-round one-hour interview, and we will make an offer shortly thereafter. We would like to have the selected candidate start in May. LearningWorks is an equal opportunity employer. People of color are strongly encouraged to apply.
Full-time, non-exempt position, working 40 hours per week. 152 hours of PTO to start, with potential to increase based on longevity in position, 12 paid holidays, and a flexible, family-friendly schedule. We provide medical, dental, and life insurance with LW covering 76% percent of the health insurance premium (at the single employee rate) and 86% of the single rate dental plan. 401k with company match offered on employee’s one year anniversary.
Minimum Education Required
How To Apply
TO APPLY: Visit our website, complete the online application, attach a resume and cover letter.