Please direct your responses to: lorence@ehpcares.org
The Ecumenical Hunger Program is a non-profit agency that has provided emergency assistance (food, clothing, household essentials), and ongoing support services to families and individuals in East Palo Alto and the surrounding communities since 1975. The organization operates an active service base of over 23,000 visits per year with a large volunteer corps, has an annual budget over $2.7M, with a large proportion of in-kind contributions annually, and is located on one acre campus site.
Position Summary:
This is a full-time position. Employee is responsible for office management, executive assistance to the Executive Director, development and public relations, human resource administration, supervision of admin staff and volunteers, and board relationship. Must be able to maintain and promote EHP�s values of
� Compassion � Integrity � Empowerment
� Respect � Sustainability � Teamwork
Primary Responsibilities
1. Administrative duties
a. Oversee facility use and maintenance of campus (monitor use agreements, regular up-keep, annual assessment of building and grounds)
b. Prepare for board of director�s meetings, including reports and presentations.
c. Assist Executive Director with presentations, correspondence, and administrative requests.
2. Development and PR responsibilities include
a. Attend community (congregations, partner organizations, etc.) events representing EHP
b. Direct contact with foundation managers to influence grant decisions
c. Work with Contract grant writer and Board Development Committee to develop annual revenue targets and plan
d. Assist with special fundraising events.
e. Supervising donor coordination and/or making direct contact with donors including responding to information requests, ensuring prompt preparation of thank you notes, etc., and assisting in preparation of EHP newsletter.
f. Updating Facebook and EHP website regularly
3. Financial
a. Assist ED with monthly review of financial summary and presentation to board
b. Assist ED in developing annual operating expense and program budget
c. Ensure all financial procedures at EHP meet government and financial best practice standards
d. Manage all signature authority assignments
e. Responsible for ensuring payroll is processed in a timely manner twice a month.
f. Responsible for ensuring petty cash records are maintained and controlled
g. Coordinate with bookkeeper to monitor bill-paying, other financial transactions
4. Volunteer Program Management
a. Provide oversight of volunteer program working with ED and volunteer coordinator to successfully implement strategies in readiness, recruitment, risk management, recognition, and retention of volunteers for regular daily support as well as for holidays and special projects.
b. Organize and support regular volunteer meetings to update, inform and enforce on site policies.
c. Participate in outside opportunities and conferences as needed to add to volunteer base.
d. Work with Development Committee to integrate volunteer and donor development efforts.
5. Human resources (either directly or through HR coordinator)
a. Ensure all job descriptions are current and up to date
b. Ensure all employees have up to date performance reviews
c. Participate with other supervisors to set annual salaries
d. Ensure that Employee Handbook is up to date and meets federal and state guidelines. Ensure that all employees are familiar with the handbook and adhere to policies outlined
e. Ensure all benefits (vacation, sick and comp time, health, dental and life insurance) are carefully tracked and all requirements are met.
f. Ensure that all procedures regarding hiring, disciplinary actions and employment terminations are followed.
6. Information Technology
a. Supervise IT personnel (consultant, volunteer, other staff) to ensure that EHP hardware, software, and technology are in good working order and meet needs of program and senior staff.
b. Work with board, development committee, and Development Consultant to identify volunteers, grant sources for technology needs.
Note: In addition to the primary duties, other duties (e.g. supervision of volunteers, program assistance) will be required. The job description shall not be construed as a contract and is not a complete list of all miscellaneous, incidental or other duties which may be assigned during normal operations. Overtime will be required during certain times of the year.
Required Skills/Experience
1. Substantial executive level administrative and management experience in a non-profit agency
2. Ability to work effectively with a diverse community of clients, volunteers, donors, staff and board
3. Excellent writing skills
4. Advanced computer skills including knowledge of Microsoft Office Suite, databases and web navigation. Familiarity with social networks.
5. Organized and detail oriented
6. Ability to multi-task and flexible as priorities of workload/peak seasons change
7. Work with minimal supervision and direction
8. Bilingual (English/Spanish) is a plus, but not required.
The Ecumenical Hunger Program is a non-profit agency that has provided emergency assistance (food, clothing, household essentials), and ongoing support services to families and individuals in East Palo Alto and the surrounding communities since 1975. The organization operates an active service base of over 23,000 visits per year with a large volunteer corps, has an annual budget over $2.7M, with a large proportion of in-kind contributions annually, and is located on one acre campus site.
Position Summary:
This is a full-time position. Employee is responsible for office management, executive assistance to the Executive Director, development and public relations, human resource administration, supervision of admin staff and volunteers, and board relationship. Must be able to maintain and promote EHP�s values of
� Compassion � Integrity � Empowerment
� Respect � Sustainability � Teamwork
Primary Responsibilities
1. Administrative duties
a. Oversee facility use and maintenance of campus (monitor use agreements, regular up-keep, annual assessment of building and grounds)
b. Prepare for board of director�s meetings, including reports and presentations.
c. Assist Executive Director with presentations, correspondence, and administrative requests.
2. Development and PR responsibilities include
a. Attend community (congregations, partner organizations, etc.) events representing EHP
b. Direct contact with foundation managers to influence grant decisions
c. Work with Contract grant writer and Board Development Committee to develop annual revenue targets and plan
d. Assist with special fundraising events.
e. Supervising donor coordination and/or making direct contact with donors including responding to information requests, ensuring prompt preparation of thank you notes, etc., and assisting in preparation of EHP newsletter.
f. Updating Facebook and EHP website regularly
3. Financial
a. Assist ED with monthly review of financial summary and presentation to board
b. Assist ED in developing annual operating expense and program budget
c. Ensure all financial procedures at EHP meet government and financial best practice standards
d. Manage all signature authority assignments
e. Responsible for ensuring payroll is processed in a timely manner twice a month.
f. Responsible for ensuring petty cash records are maintained and controlled
g. Coordinate with bookkeeper to monitor bill-paying, other financial transactions
4. Volunteer Program Management
a. Provide oversight of volunteer program working with ED and volunteer coordinator to successfully implement strategies in readiness, recruitment, risk management, recognition, and retention of volunteers for regular daily support as well as for holidays and special projects.
b. Organize and support regular volunteer meetings to update, inform and enforce on site policies.
c. Participate in outside opportunities and conferences as needed to add to volunteer base.
d. Work with Development Committee to integrate volunteer and donor development efforts.
5. Human resources (either directly or through HR coordinator)
a. Ensure all job descriptions are current and up to date
b. Ensure all employees have up to date performance reviews
c. Participate with other supervisors to set annual salaries
d. Ensure that Employee Handbook is up to date and meets federal and state guidelines. Ensure that all employees are familiar with the handbook and adhere to policies outlined
e. Ensure all benefits (vacation, sick and comp time, health, dental and life insurance) are carefully tracked and all requirements are met.
f. Ensure that all procedures regarding hiring, disciplinary actions and employment terminations are followed.
6. Information Technology
a. Supervise IT personnel (consultant, volunteer, other staff) to ensure that EHP hardware, software, and technology are in good working order and meet needs of program and senior staff.
b. Work with board, development committee, and Development Consultant to identify volunteers, grant sources for technology needs.
Note: In addition to the primary duties, other duties (e.g. supervision of volunteers, program assistance) will be required. The job description shall not be construed as a contract and is not a complete list of all miscellaneous, incidental or other duties which may be assigned during normal operations. Overtime will be required during certain times of the year.
Required Skills/Experience
1. Substantial executive level administrative and management experience in a non-profit agency
2. Ability to work effectively with a diverse community of clients, volunteers, donors, staff and board
3. Excellent writing skills
4. Advanced computer skills including knowledge of Microsoft Office Suite, databases and web navigation. Familiarity with social networks.
5. Organized and detail oriented
6. Ability to multi-task and flexible as priorities of workload/peak seasons change
7. Work with minimal supervision and direction
8. Bilingual (English/Spanish) is a plus, but not required.
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