Meals on Wheels of Syracuse, New York

Job Description

JOB TITLE: Community Relations Program Assistant

POSITION STATUS: Part-time (20 hours/week); non-exempt (hourly)

PAY RANGE: $18.00 – $20.00/hour

REPORTS TO: Community Relations Director

QUALIFICATIONS AND EXPEREINCE:

• Associate’s Degree in related field required
• Minimum of one year experience in project management, customer relations and clerical/administrative work, preferably in a human service agency.
• Excellent public speaking and presentation skills.
• Proficiency in Microsoft Word, Excel and PowerPoint and database management required.
• Experience with fundraising databases preferred.
• Experience in fundraising and public relations environments preferred.
• Reliable vehicle and driver’s license required.

ABILITIES:

• Excellent verbal and written communication skills.
• Ability to present information concisely and effectively, both verbally and in writing
• Excellent time management and scheduling skills.
• Strong interpersonal and customer service skills.
• Well organized and flexible in meeting program needs.

POSITION SUMMARY: The Community Relations Program Assistant is responsible for all administrative aspects of fund development, community relations, and volunteer recruitment activities.  The Community Relations Program Assistant plays an important role by providing administrative support to the Community Relations Department and participating in all fundraising and community education/outreach efforts including donor relations, donation acknowledgement, database management, special events, scheduling and conducting outreach and volunteer recruitment presentations.  The Community Relations Program Assistant will also play a critical role in customer service by serving as a back-up to the Volunteer Coordinator position as needed.  Some evening and/or weekend work will be required.

RESPONSIBILITIES:

Fund Development

• Maintain accuracy of fundraising database records.
• Assist with donation acknowledgement letters and other correspondence.
• Maintain guest and sponsor lists, gather and prepare registration materials and other duties as assigned for fundraising events.
• Prepare materials for distribution. (i.e. copying, filing, mailing, e-mailing)
• Assemble donor kits for events and meetings.
• Maintain inventory of donor materials.
• Contact donors and potential donors.
• Oversee collection of stories and information for the agency newsletter.
• Other duties as needed and assigned by the Community Relations Director.

Community Relations/Outreach

• Reach potential contacts and schedule outreach, volunteer recruitment and fund development meetings from contact lists provided by appropriate Management staff through the Community Relations Director.
• Coordinate the presentation and meeting schedules for outreach, recruitment and fund development between affected departments and staff.
• Prepare media materials for distribution. (i.e. copying, filing, mailing, e-mailing)
• Assemble media and outreach kits for events and meetings.
• Facilitate and/or staff community education information table at assigned venues to raise awareness and gain community support for agency services.
• Educate assigned groups or individuals by conducting presentations.
• Distribute marketing materials throughout the community as needed.

General Office Operations

• Cover as a secondary receptionist daily or as primary receptionist during Logistics Coordinator’s absence.
• Assist with route directions and report production in the absence of the Logistics Coordinator.
• Assist with volunteer administration during Volunteer Coordinator’s absence.
• Assist with maintaining client record integrity through periodic audits and reporting.
• Assist departments with various administrative projects or assignments.

Meeting the Mission of the Agency:

• Fill-in as a driver or server when necessary.
• Attend regularly scheduled staff meetings
• Assist staff and volunteers, where needed, to ensure the success of the Meals on Wheels program
• Perform other duties as requested by the Executive Director.