Organizational Assistant

Description

Department: Operations

Supervises others: No

Reports to: Director of Operations

Employment Status: Full-time

FLSA Status: Nonexempt

Benefits: Full-time employee benefits

Beginning Salary: $38,000

Location: Phoenix & Surrounding Areas

Telework and Flexible Schedule Eligible: No

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, rentals, set-up and breakdown. 

Detail Orientation – Developing level of competency

• Demonstrates thoroughness in accomplishing a task with concern for all the areas involved, no matter how small.
• Maintains the info@freearts general email inbox and development email, routing emails appropriately or answering 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, acknowledgement letters, 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.

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.