Projects and Operations Associate, Summer Search Philadelphia

Posted by on August 06, 2012

Summer Search is hiring for a Projects and Operations Associate

Ideally this person would have at least 2 years of professional experience, and their strengths would be in organization, creative problem solving, and communication. They should be able to juggle multiple projects at one time, and be proficient in Microsoft Suite. Event planning would also be a plus!

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, on-call 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

HOW TO APPLY

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 [email protected]. No phone calls please.