Organizational Assistant

4 weeks ago

Phoenix, United States Free Arts for Abused Children of Arizona Full time
Job DescriptionJob DescriptionDescription:

This position supports Free Arts by providing administrative support for the organization, development assignments, programmatic needs, and daily administrative activities. Staffing the reception desk multiple times a week, greeting, and providing excellent customer service to donors, visitors, volunteers, teaching artists and staff on behalf of Free Arts.


Department: Development

Supervises others: No

Reports to: Philanthropy and Marketing Analyst

Employment Status: Full-time

FLSA Status: Nonexempt

Benefits: Full-time employee benefits

Beginning Salary: $38,000

Location: Phoenix & Surrounding Areas

Remote Eligible: Yes

Telework and Flexible Schedule Eligible: Yes


Position competencies include:


Service Orientation – Proficient level of competency

  • Anticipates and identifies constituents' wants, needs, and concerns.
  • Presents a welcoming, professional, and positive demeanor.
  • First point of contact for the organization including telephones calls, reception desk, and email, greeting program participants, volunteers, donors, and general public.
  • With direction from the Development Team, contacts donors and provides excellent and timely customer service regarding donations.
  • With direction from the Programs Team, communicates with volunteers, partner agencies, facilities, mentors, and artists.
  • Supports Program, Development and Operations department needs including maintaining inventory of office supplies used throughout the organization and preparing meeting spaces as needed.
  • Provides event, CAMP and conference support: communications, refreshments, set-up and breakdown during regular business hours.


Detail Orientation – Developing level of competency

  • Demonstrates thoroughness in accomplishing a task through concern for all the areas involved, no matter how small.
  • Maintains the info@freearts general email inbox and routes emails appropriately or answers emails to provide the best Free Arts experience.
  • Logs calls, emails, and other interactions with constituents, in CRM Salesforce.
  • Maintains donor information including entering incoming checks, in-kind donations and ACH payments to CRM. Works with Development and Finance staff to complete monthly reconciliation.
  • Maintains news@freearts organization calendar
  • Takes and distributes meeting notes for All Staff meetings, department meetings, and committees or special projects as requested.
  • Facilitates thank you cards, updates internal documents, and internal calendar
  • Art Room support: Intakes, values, processes in-kind donations; tracks orders and maintains Art Room supplies; assigns tasks to Art Room volunteers; provides supplies for mentors/artists and program staff.


Organizational Competencies Include:


Mission Focused

  • Promotes the transformative nature of resilience-building arts programs.
  • Makes business decisions grounded in the mission.
  • Promotes healing nature of art, creativity & healing.
  • Advocates for the interests for children & partners.

Communicate Effectively

  • Ensures that others involved in a project or effort are kept appropriately informed.
  • Tailors communication content, tone, and method (verbal written, email, phone, etc.) to audience.
  • Seeks to fully understand before responding.

Instills Trust

  • Consistently delivers on commitments, demonstrating both competence and credibility internally and externally.
  • Actions are aligned with intent and words.
  • Involves people in decisions that affect them.

Collaborative

  • Prioritizes organization and group objectives over individual goals.
  • Provides assistance and support to others to help them reach their individual goals.
  • Expresses disagreements constructively and works toward solutions that are mutually beneficial.

Self-Management

  • Demonstrates the ability to maintain composure.
  • Takes initiative and acts without waiting for direction with available information.
  • Accepts responsibility for gathering information, taking action and results.
Requirements:
  • Minimum one year experience working in an office. Nonprofit preferred.
  • Proficient using Windows and Microsoft applications; in-depth knowledge of these systems is a plus.
  • Ability to read and write in Spanish is a plus.
  • Must be able to have access to and provide reliable transportation for self. An AZ driver’s license and proof of insurance is required for qualifying mileage reimbursements.
  • Must be able to obtain and hold an Arizona Department of Safety Fingerprint Clearance Card and pass a criminal background check.


Physical Requirements:

  • Must be able to remain in a stationary position 90% of the time using a computer.
  • Must be able to identify and assess written materials including fine print.
  • Must be able to position self to maintain files, supplies, document boxes, and other materials up to 25 pounds as needed.


Environmental Requirements:

  • Must be able to regularly work in a well-lit, temperature-controlled work area.
  • Must be able to work in an open area with other employees and volunteers 80% of the time.

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