Job Description: Program Assistant

East Nashville Hope Exchange is a non-profit organization dedicated to strengthening the literacy of at-risk children in East Nashville. We are seeking an individual with proven administrative skills and an interest in supporting literacy in Pre-K through 4th Grades. Strong candidates should have good written, verbal, and computer skills; be knowledgeable of non-profit processes; and have good attention to detail. Preference is given to candidates with experience in non-profit fundraising, bookkeeping or education.

Type: Part-time, 10-15 hours per week

Start Date: Immediate

Location: 419 Woodland St., Nashville, TN 37206               

Compensation: $12/hour
             
Primary Duties and Responsibilities:
The Program Assistant performs a wide range of duties including, but not limited to, some or all of the following:
 
Financial/Management Support
  • Prepare bank deposits, check requests, and debit card authorizations for Director’s approval
  • Record and process income transactions from PayPal and Square
  • Record and track enrollment fee and aftercare payments from students
  • Code and file financial material according to established records management procedures
  • Help manage expense records, including receipt copies, for grant management and reimbursement purposes
  • Use computer software to prepare invoices and financial statements
  • Request background checks for staff and volunteer applicants
 
Development Support
  • Draft and prepare direct mail and invitation appeals
  • Generate mailing lists for appeals and email lists for volunteer requests
  • Administer development database, including entering gifts & volunteer hours, maintaining constituent records and generating reports
  • Draft and send acknowledgments and other communication to donors and volunteers
  • Assist with grant applications, grant calendar, and grant records
                                                                                                                      
  • Assist with special fundraising events, including Spring Wine Tasting, Fall Booked for Dinner, Tomato Art Fest, Big Payback, and Giving Tuesday
  • Promote organization at community events
  • Update website as needed for events
 
Program Support
  • Create and maintain database of enrolled students and create online data management tools for summer program
  • Assist with monthly Family Workshop on second Saturday of each month during school year, including overseeing sign in, book distribution, photographic record, and volunteer direction
  • Oversee application and enrollment process for summer program students
  • Screen applicants, maintain complete student files and schedule assessments
  • Provide case management for program families during school year, including monthly phone calls and other communication as needed
  • Communicate upcoming events, decisions, and reminders to families by text messaging system, webpage, phone, mail and/or email
  • Send monthly newsletters and other materials by mail to families
  • Provide project support as needed
  • Maintain records and manage student data collection/measurement of outcomes for program evaluation and grant reporting purposes
 
Office Administration
  • Use computer word processing, spreadsheet, and database software to prepare forms, reports, letters, and documents
  • Prepare and send outgoing faxes and mail
  • Forward incoming general e-mails to the appropriate staff member
  • Purchase, receive and store the office supplies ensuring that basic supplies are always available
  • Code and file material according to the established procedures
  • Update and ensure the accuracy of the organization's databases
  • Back-up electronic files using proper procedures
  • Provide secretarial and administrative support to management and other staff
  • Make travel, meeting and other arrangements for staff
 
Reception
  • Answer email, in person, and general phone inquiries using a professional and courteous manner
  • Reply to general information requests with the accurate information
  • Refer specific inquiries to appropriate personnel (Executive Director, Lead Teacher, Volunteer Coordinator)
  • Greet clients/suppliers/visitors to the organization in a professional and friendly manner

TO APPLY:  Fill out the attached application and send it to:
    Ameshica Linsey, Executive Director
    East Nashville Hope Exchange
    419 Woodland Street
    Nashville, TN 37206
    Fax: 615-242-4997
    E-mail: [email protected]