Program and Administrative Support Coordinator

Position Summary: The Program and Administrative Support Coordinator provides administrative and program support to ensure the effective day-to-day operation of Rebuilding Together Henry County (RTHC) programs and office. The position supports homeowner intake, program and project documentation, data management, volunteer and community communications, and general office administration. Working under the direction of the Executive Director, the Program and Administrative Support Coordinator helps ensure information is accurate, required documentation is complete, and established program and administrative processes are carried out consistently and on time.

Reports To: Executive Director

PROGRAM & HOMEOWNER SUPPORT

•          Support homeowner intake by receiving applications and supporting documents, communicating with applicants, scheduling appointments as directed, and helping ensure required information is collected.

•          Maintain organized and accurate homeowner and project files, including project paperwork, reports, photos, correspondence, and other required documentation, and assist with routine follow-up throughout the application and project process.

•          Track program and project activity, services provided, and other required information to support accurate organizational, grant, and program reporting.

•          Provide respectful, compassionate, and professional communication to homeowners, including individuals who may be experiencing difficult circumstances.

DATA & DOCUMENTATION

•          Enter and maintain accurate and timely information/data in RTHC’s software (Salesforce), including client, project, donor, contractor, and volunteer records.

•          Review routine records and documentation for completeness and follow up on missing information as appropriate.

•          Maintain confidentiality of homeowner, financial, donor, personnel, and organizational information.

OFFICE ADMINISTRATION

•          Provide general office administration, including answering and returning phone calls, monitoring routine correspondence, maintaining calendars and forms, filing, and keeping shared office areas organized.

•          Assist the Executive Director with letters, reports, mailings, data tracking software, meeting materials, computer files, and other administrative tasks.

•          Complete established routine responsibilities independently after appropriate training and manage assigned priorities and deadlines.

COMMUNICATIONS & ORGANIZATIONAL SUPPORT

•          Support volunteer administration, including maintaining volunteer information, assisting with communications, and helping coordinate office volunteers and volunteer activities.

•          Assist with marketing and communications, including social media, newsletters, website updates, event materials, and community outreach as assigned.

•          Assist with event and meeting preparation, including registrations, materials, communications, setup, and follow-up.

•          Communicate and work respectfully and effectively with staff, volunteers, contractors, donors, community partners, and the public.

•          Perform other duties as assigned by the Executive Director in support of RTHC's mission and programs.

QUALIFICATIONS AND EXPECTATIONS

•          Strong organizational skills with the ability to maintain accurate records and follow tasks through to completion.

·       Good problem-solving skills and the ability to take initiative in resolving routine issues while recognizing when guidance or approval is needed.

·       Basic knowledge of Microsoft Suite, including Word and Excel.

•          Ability and willingness to learn and effectively use Salesforce, shared files, and other technology required for the position.

•          Must be willing and eligible to obtain an Illinois Notary Public commission within 90 days of employment and maintain an active commission throughout employment.

•          Ability to work independently within established procedures while recognizing when guidance or approval is needed.

•          Dependability, good judgment, discretion, and respect for confidentiality.

•          Commitment to RTHC's mission and to providing respectful service to homeowners and community members.

SCHEDULE AND PERFORMANCE

This is a part-time position in a flexible work environment averaging approximately 12-15 hours per week, documented with a timesheet.  The employee is expected to work (in-office) the agreed-upon schedule and communicate in advance when schedule changes are needed. Performance will be reviewed regularly and through RTHC's annual performance review process. Compensation is $16.00-$18.00 and may be adjusted based on budget, experience, and organizational needs.