Administrator

Heart and Hand Ministries is a 501(c)3 nonprofit organization founded in 1997 to provide support for individuals and families navigating the adversities of financial instability. Located in the Belton/Raymore area, we serve the South KC Metro area and beyond.

We help families and individuals break the cycle of poverty, providing resources for immediate needs while engaging people in programs and services designed to navigate pathways toward self-sufficiency

Section 1: Overview and Scope of Position

The Administrator plays a vital role in setting the tone for the office and ensuring the smooth, efficient, and organized flow of day-to-day operations at the Program Center. This position oversees organizational administrative functions, office facilities, internal and external communication processes, program data, and a small scope of client services.

The ideal candidate is a highly organized, proactive problem-solver, who is comfortable working in a social service environment, competent using a range of web-based software and able to multitask effectively.

Section 2: Qualifications

• At least 2 years’ experience in a high-capacity administrative role in a fast-paced environment where a mix of relational, logistical, and administrative skills were utilized daily. 3 years’ experience preferred.
• Proficiency in Google Suite, Microsoft 365, Constant Contact, Weebly or similar drag/drop website applications, and the ability to learn web-based software quickly required.
• High School diploma required. College graduate strongly preferred
  
  

Section 3: Key Responsibilities

Office Operations & Administration

• Manage the office as the primary point of contact for visitors, inquiries over phone and email and, as such, sets the tone for public engagement
• Manages administrative volunteers (five clerical volunteers who each work one day a week) to ensure they are communicating effectively over the phone, emails, and engaging with visitors, and other specific functions.
• Manage day-to-day office functions, including all office supplies, stationary, equipment, and copy machine
• Coordinate meetings, events, and internal scheduling; prepare agendas, take minutes, and handle logistics.
• Maintain shared organizational files in Google Drive
• Maintain organized records of program data for grant compliance
  
  

Communications

• Work in conjunction with graphic designer to send regular update emails to supporters via Constant Contact
• Develop the org newsletter in conjunction with ED, program managers, and graphic designer as the editor responsible for outline, content, deadline and distribution (via CC)
• Point of contact and primary (though not sole) author for social media posts, working in conjunction with ED and program managers to spotlight key items.
• Be a primary architect of the website working in conjunction with ED & graphic designer to make changes, updates, and develop new content content as necessary
  
  

Client Services

• Take calls to schedule Food Service clients for monthly grocery shopping appointments in conjunction with Clerical Volunteer & Food Services team.
• Maintain the daily schedule for transportation program, booking clients for rides, and communicating schedule to driver
• Provide walk-in clients with Identity Restoration service
• Provide walk-in clients with Thrift Store vouchers in accordance with policy.
• Keep robust records of all client services for grant reporting & annual impact report
  
  

Events

• Coordinate logistics and provide administrative oversight for two primary fundraising events: annual gala (as part of gala team) and year-end giving campaign
• Coordinate logistics and provide administrative oversight for two primary fundraising events: annual gala (as part of gala team) and year-end giving campaign
• Coordinate logistics and provide administrative oversight for annual outreach programs: School Supply event, Thanksgiving program, and Christmas programs
• Coordinate logistics and provide administrative oversight for special events: open houses, special trainings, etc.
  
  

Section 5: Working Conditions and Physical Effort

• Regular hours Monday-Friday, 9:00am –5pm at our program center building with occasional opportunity to work from home possible.
• Evening or weekend hours may be required a few times per year.
• This role is performed in an interior temperature-controlled program environment.
• Position requires prolonged periods of sitting, working on a computer and talking with people throughout the day
  
  

Section 6: Compensation & Benefits

• This is full-time role with hours and schedule to be set between 30-40/wk
• Pay scale commensurate with experience
• 2 weeks PTO, 10 Paid Holidays, 403B & Health Insurance in process
• Annual cost of living increases and opportunity for advancement
  
  

Note: This is a broad vision of the role but not a job description.