Update 12/20/2024: Interviews are in progress. While we can not guarantee that application materials submitted after 12/13 will be reviewed, the position is open until filled.
Work at Schoolhouse Supplies!
Position Available: Programs Coordinator
About This Position
The Schoolhouse Supplies Programs Coordinator works at the heart of Schoolhouse Supplies’ mission, working alongside dedicated community volunteers, product donors and teachers to coordinate the successful operation and delivery of our programs and warehouse, ensuring that we fulfill our mission and provide underserved students the school supplies they need and deserve.
You would be a great candidate if you are enthusiastic and proactive, have strong customer service or project coordination skills, enjoy working with other people and staying busy and are seeking to launch or advance your nonprofit career.
The ideal candidate 1) can lift and move heavy boxes, 2) likes coordinating multiple projects, 3) is highly organized, 4) is personable and enjoys developing and fostering relationships, 5) uses databases and other office technologies and project management tools to optimize work productivity, 6) has a sense of humor, and 7) is willing to pitch in on tasks small and large.
This position is a full-time, non-exempt position with generous benefits. More information and the complete job description, compensation and a summary of benefits can be found below.
How to Apply
Please email a resume and a letter of interest/cover letter (ok if the letter of interest is the body of an email) to hr@schoolhousesupplies.org.
The review of resumes and invitation for interviews will begin on Monday December 9, 2024 and the position is open until filled. Update 12/12/2024: The review of applications has started and introduction interviews are being scheduled. Resumes and cover letters received this week are guaranteed review.
We would like this position to start as soon as possible, but are willing to negotiate a mutually agreeable start date to accommodate the candidate’s current commitments.
Position Description
Programs Coordinator
Reports To: Programs Manager
FLSA Status: Non-Exempt
Updated: 12/05/2024
Position Summary
This position works at the heart of Schoolhouse Supplies’ mission, facilitating the success of the organization’s program operations. Programs include the Free Store for Teachers, School Supply Drives, the Tools for Schools supply giveaway, and the Volunteer Program.
The Programs Coordinator facilitates, coordinates and trains all volunteers and with the help of volunteers maintains and operates the warehouse and the Free Store for Teachers – from receiving and storage to product inventory and stocking. This position also maintains the data and information into and out of the Schoolhouse Supplies volunteer and inventory databases (Cervis and Applebase, respectively.) This position continuously develops relationships with volunteers, vendors, product donors and teachers. One or more of the essential duties below may include the help from interns or volunteers on a regular basis as coordinated by the Programs Coordinator in consultation with the Programs Manager. This position works closely with the Programs Manager and volunteers. Other duties as assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Volunteer Coordination
Summary: Plan and lead volunteer projects and ensure appropriate tasks are assigned based on each volunteer's and group’s availability and specific interests. Provide task-specific volunteer training and lead the tasks of supply sorting, tallying and stocking, database entry, and Free Store for Teachers front desk duties.
Maintain productive and inclusive volunteer culture
Communicate effectively and respectfully with prospective and current volunteers and groups via email, over the phone and in person
Maintain volunteer database and reporting, ensuring all data is up-to-date and accurate; track volunteer hours; maintain accurate contact and scheduling information; train and coach volunteers to correctly register and record their hours
Ensure that all volunteers complete an application and release form prior to doing any work; familiarize volunteers with the mission and facility before and during volunteer projects
Introduce all new volunteers to the staff and other volunteers
Offer day-to-day volunteer recognition and appreciation
Participate in the development and coordination of annual and ad-hoc volunteer recognition and appreciation opportunities, as needed
Adhere to Schoolhouse Supplies volunteer policies, best practices and applicable laws
Ensure that all required safety measures are in place and that volunteers adhere to these guidelines
Programs and Warehouse Coordination
Summary:
This position develops, maintains and updates consistent systems for the operation of the Free Store for Teachers, the warehouse and the volunteer area. This includes receiving and sorting products; supply inventory tracking; cleaning; shelf stocking, display and signage; and shopping policies and procedures.
Ensure a welcome, convenient experience for teacher shoppers, product donors, volunteers and others who interact with Schoolhouse Supplies programs and operations
Ensure that the facility is clean, organized and safe for program operations
Oversee all shopping activities and be present during shopping hours (expected: Tues-Thurs 1-6pm, Sept – May). Summer (June-August) and school vacation week hours can be more flexible
Track usage and distributions and maintain accurate contact and scheduling information in teacher database
Receive and inventory incoming donations and product deliveries, including providing a high level of customer service to product donors
Review freight paperwork such as bills of lading; communicate with freight delivery drivers to ensure shipment specifications are met
Pick-up/pack, load, deliver and unload program supplies and donations, as needed
Monitor product donation quality
Assess inventory regularly to achieve optimum supply stock goals and collaborate with other staff for procurement and distribution
Serve as staff liaison for deliveries and pick-ups (such as bulk distribution opportunities); prepare and disseminate communication as required; manage freight arrangements
Support school supply drives and packing, giveaway, collection and other program and organizational events; staff offsite collection events, as needed
Track all product donations and distributions; maintain accurate contact information for product donors and vendors in the inventory database
Coordinate program and facility vendors, orders and deliveries and review related purchase orders and invoices, including product vendors, garbage and recycling
Ensure that all required safety measures are in place and that staff, volunteers and other stakeholders adhere to these guidelines
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
People person – engaging, positive and detailed oriented, comfortable with delegation and leadership
Thrives on multi-tasking and constantly moving
Ability to transition to new tasks when needed while monitoring status of and completing prior tasks
Ability to work independently and to collaborate with other Schoolhouse Supplies staff and volunteers and to model effective teamwork skills
Exceptional organizational skills
Competency in basic computer programs such as databases, Google Drive and Gmail, Microsoft Word and Excel
Ability to communicate effectively with a broad range of individuals and groups through phone and email
Ability to collaborate and enjoys working in a team environment
Excellent written and verbal communications skills
Ability to pass a criminal background check
Ability to lift up to 50 pounds and move larger loads (pallets) with a pallet jack on a regular basis
Must have a valid Oregon or Washington Driver’s License and be able to be approved by the insurance carrier to operate the van
Ability to work one Saturday per month during the school year
EDUCATION/EXPERIENCE
Associate's degree (A. A.) or equivalent from two-year college or technical school; or three plus years related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS
Ability to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to respond timely to common inquiries, write routine reports and correspondence.
CERTIFICATIONS
This position requires a valid Oregon or Washington Driver’s License.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee must frequently lift and/or move up to 50 pounds and occasionally lift and/or move more than 100 pounds according to onsite safety policies. While performing the duties of this job, the employee is occasionally exposed to moving product in high or low, precarious places. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel, talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate to loud.
LOCATION
Work is performed on-site at the Schoolhouse Supplies facility with travel to pick-up or deliver products. Work may also be performed infrequently at other locations such as a school, business or event venue.
Compensation and Benefits
This is a full-time position (40 hours per week) with an annualized starting salary of $45,000 to $48,500, including the cash fringe described below and depending on experience (base pay of $20.19 to $21.87 per hour.)
Benefits
Benefits include:
Paid time off (PTO) increases with the length of employment and for full time employees accumulates to 120 hours for the first year of employment.
Bereavement leave, and jury duty pay.
Ten paid holidays.
Medical, dental and vision insurance for the employee and dependents with 100% employer-paid premiums for the employee. Choice between two medical plans.
Employee-funded Health Savings Account and 403(b) Savings Plan.
Employer cash contributions totaling an additional $3,000 in 2024 directed to the benefit(s) the employee chooses.
An invitation to apply: Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We want to find the best candidate for the job and that candidate may come from a less traditional background. If you are interested in this position, then we encourage you to apply.
EOE Statement: We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.
Updated 12/5/2024