Assistant Program Coordinator

ADFAC; Oak Ridge (TN); On-site; USD 28,000 - 36,000; Full time

Job summary

ADFAC in Oak Ridge, TN, seeks an Assistant Program Coordinator to support two programs: School Supplies and Appalachian Housing Partners. The role is ~30 hours weekly, non-exempt, handling scheduling, records, and liaison with schools, volunteers and donors.

The candidate should have 3–5 years nonprofit experience, a preferred college degree, strong Microsoft Office skills, and excellent communication and organizational abilities. Growth opportunities exist within Programs.

Qualifications

• 3–5 years experience in nonprofit or related field working with the public preferred.
• College degree preferred.
• Proficiency in Microsoft Office products.
• Strong sense of discretion, confidentiality, and service ethos.
• Excellent communication with clients, volunteers, staff, donors and community.
• Excellent office and time management skills.
• Ability to lift 40–50 pounds.

Responsibilities

• Contact schools to confirm schedules, receive supply lists and demographic information.
• Maintain detailed records of volunteers, numbers, and distribution schedules.
• Establish/maintain partnerships with area organizations for donations and volunteers.
• Assist with inventory and distribution of supplies, including unpacking and shelving.
• Maintain Excel distribution spreadsheets and wall charts.
• Assist with supply coordination including pickup, packing and delivery.
• Promote the School Supply Program on social media with the Development Director.
• Keep the supply room in good working order.
• Complete in‑kind forms and assist with thank you letters.
• Maintain and input client data and actions into AHP database.
• Visit project sites and assist with special projects.
• Maintain project waitlist and pipeline.
• Assist clients with inquiries and applications for assistance.
• Maintain information on needs for grant funding and project completion.
• Maintain log of contractors per program and grant requirements.
• Coordinate projects and promote AHP’s services.
• Promote agency programs and develop strong partner relationships.

Skills

Communication skills

Time management

Discretion/confidentiality

Interpersonal skills

Office management

Education

College Degree Preferred

Tools

Microsoft Office

Job description

The Assistant Program Coordinator is primarily responsible for assisting the Program Coordinators in all tasks that ensure the success of the programs.

This non-exempt position is expected to be ~30 hours/week (1,560 hours per year) (50/50 split between two programs: School Supplies Program and Appalachian Housing Partners)

Reports to: Director of Programs

Salary is determined per the ADFAC Salary Progression Plan subject to negotiation dependent on experience and education.

Preferred Experience & Qualifications:

• Experience:3-5 years working with a nonprofit or related field working with the public is preferred.
• Education:College Degree Preferred
• Proficiency in Microsoft products.
• A strong sense of discretion, confidentiality, and an ethic of service.
• Excellent communication skills with the ability to interact with clients, volunteers, staff, donors and the community.
• Excellent office management and time management skills.
• Ability to lift 40-50 pounds.

SSP Primary Responsibilities:

• Contact schools to confirm schedules and receive supply lists and demographic information.
• Maintain detailed records of volunteer organizations, number of volunteers, and schedules of distributions.
• Establish/maintain partnerships with several area organizations, groups and/or churches for the solicitation of monetary donations, in‑kind donations, and volunteers.
• Assist with inventory and distribution of supplies including unpacking and shelving new supplies.
• Assist with maintaining Excel distribution spreadsheets and wall charts.
• Assist with supply coordination including pick up, packing and delivery.
• Promote the School Supply Program on social media in conjunction with ADFAC Development Director.
• Assist in keeping the supply room in good working order.
• Complete in‑kind forms and assist with thank you letters.

AHP Primary Responsibilities:

• Maintain and input client data and actions into the AHP database in a timely manner.
• Visit project sites and assist with special projects.
• Maintain project waitlist and project pipeline.
• Assist clients with inquiries, general information and application for assistance.
• Maintain information on clients’ needs for grant funding and project completion.
• Maintain log of Contractors per program and grant requirements.
• Assist with coordinating projects and promoting AHP’s services.

Agency Responsibilities:

• Promote agency programs by presenting to community organizations, participating in resource fairs, and developing and maintaining strong working relationships with community and agency partners.

Additional duties as assigned and time allows