Projects and Operations Associate, Summer Search National

Posted by on November 13, 2011

Projects and Operations Associate (Philadelphia), Summer Search National

Posted on: October 28, 2011

Summer Search Philadelphia
Projects and Operations Associate

OUR MISSION
Summer Search is a dynamic national non-profit organization that finds resilient low-income high school students and inspires them to become responsible and altruistic leaders by providing year-round mentoring, life-changing summer experiences, college advising, and a lasting support network.

WHO WE ARE
Summer Search was founded in 1990 by an adolescent psychologist who envisioned sending low-income youth on summer experiential educational programs. Since then, Summer Search has grown into a comprehensive youth development and college access program with seven sites around the country. Nationally we serve over 1600 low-income youth a year.

Summer Search Philadelphia is the newest of the seven offices and we opened our doors in 2006. We are working with 10 public high schools and partner with a number of non-profit organizations in the area. We are serving over 100 students and are expanding our reach in the community each year. For more information about Summer Search visit our website at http://www.summersearch.org.

OUR VALUES
Summer Search is committed to the personal and professional growth opportunities of every staff member. We embrace honesty, directness, and constructive criticism as an opportunity for growth.

Everyone within our organization is guided by the following values:
Reflection: We challenge ourselves to take positive risks and find healthy outlets. Consistently reaching out to other local and national staff, being curious and having a sense of humor are vital.
Altruism: We each take ownership of this program but also see it as an opportunity to go beyond ourselves and genuinely empower others.
Performance: We work with a sustained sense of passion and productivity, striving for excellence.

JOB SUMMARY
Provides essential operational and project support to program and development teams, including maintaining a high-functioning office environment.

ESSENTIAL DUTIES and JOB COMPETENCIES

DEVELOPMENT SUPPORT:
Events (Annual leadership dinner & other cultivation and fundraising events)
• Coordinate relationships with outside vendors, including negotiating prices and supervising vendors on the day of events
• Oversee all event logistics, including catering, rentals, music, printed materials, audiovisual equipment, day of event program, etc.
• Oversee event follow-up, including issuing thank you notes and sending email blasts
• Provide support in event-related marketing and communications
• Track, analyze and report on data from all events using Raiser’s Edge database

Administrative
• Assist in Raiser’s Edge data entry and management
• Assist in writing thank you letters to donors
• Assist in seasonal appeals and other office mailings
• Assist in email blasts and other communications with donors
• Update and maintain website with support from National site administrator
• Maintain soft and hard copy donor files
• Provide support for quarterly board meetings
• Provide additional administrative support where needed

PROGRAM SUPPORT:
Events (Spring/fall events, student workshops, and other program events)
• Coordinate all event logistics for program events and workshops including communications, marketing, vendor coordination, venue prep/clean up, rentals, catering, photography in collaboration with program team

Administrative
• Assist program team with email blasts, mass mailings, student calls, Flickr and Facebook website updates, photo uploads
• Enter data accurately in Efforts to Outcomes student database including event attendance and student assessment updates
• Actively support data entry and management during interview, enrollment, student reflection, and summer program cycles
• Support Summer Program logistics including student registrations and surveys, travel support, oncall phone management, and equipment

OPERATIONS SUPPORT:
Administrative
• Answer the general phone line, direct calls and take messages
• Greet office visitors warmly and responds to their needs as appropriate
• Maintain office equipment, supplies and space including requesting technicians, coordinating IT support, and keeping office clean, stocked and organized
• Manage routine day-to-day activities such as incoming and outgoing mail
• Support office with mass mailings, materials/ document preparation, and on-site assistance at meetings, events, and workshops
• Manage staff travel arrangements, expense vouchers and reimbursements
• Reconcile office expenses and oversee petty cash distribution.
• Improve, create, document, and execute overall office management procedures

MINIMUM QUALIFICATIONS
• Bachelor’s Degree
• 2-3 years of administrative experience
• Demonstrated excellence in interpersonal, oral, and written communication skills
• Excellent project management skills
• Exceptional attention to detail with strong organizational, analytical, critical thinking and problem-solving skills
• Self-starter who is comfortable in a close-knit, fast paced and high-performing team environment
• Flexibility and eagerness to learn and work on a wide variety of tasks, often independently
• Skilled in multi-tasking and time management with strong ability to absorb information across a broad spectrum, set priorities, and meet deadlines
• Strong command of Microsoft Office applications especially Word and Excel, and familiarity with equipment and database operations
• Sense of humor
• Ability to work some nights and weekends
• Event planning experience a plus
• Graphic design experience a plus
• Bi-lingual a plus

OUR BENEFITS
Summer Search is committed to creating an environment that is supportive of learning, growth and staff development. Our investment in staff includes:
• Competitive salary commensurate with experience
• Anthem Blue Cross Medical and Delta Dental and Vision
• HSA and FSA
• 401 (K), disability, life and AD&D
• Paid holidays and vacation
• Commuter benefits program

To apply to Summer Search, please attach your resume with a cover letter that speaks to why you are applying to Summer Search. Whenever possible, your cover letter should focus on details that are not in
your resume, so that we have a more complete picture of who you are. Send your application to Elizabeth Stamm, Development Manager at philadelphiahire@summersearch.org. No phone calls please.