Hiring – Administrative Assistant and Volunteer Coordinator

January 23, 2020

We are hiring for two positions:  Volunteer Coordinator and Administrative Assistant. Please submit cover letter and resume to info@manymothers.org. Positions are open until filled.

Job Description:        Volunteer Coordinator

Reports to:                 Executive Director

Status:                         50% time – 20 hours per week

Benefits:                     Paid holidays; flexible schedule; cell phone stipend

Pay Rate:                   $17/hour

Date:                           Posted January 23, 2020. Open until filled.

 

Overview

Many Mothers is a small, grassroots nonprofit that originated in Santa Fe, NM in the 1990’s. We have supported hundreds of families and over a thousand children in Northern New Mexico through our Maternal Support Program, which sends trained volunteers into family homes, providing hands-on, critical care. Our mission is to “contribute to the health and wellbeing of communities by providing physical, emotional, and practical support to any family following the birth or adoption of a new baby.”

New mothers face countless challenges: Healing physically from a difficult birth, breastfeeding infections and problems, exhaustion, challenges within the partnership, integrating a new baby into the family, financial strain, isolation, PPD, domestic violence, immigration problems, being young/teen parents trying to finish school, and more. Many Mothers can alleviate many of these challenges by giving the mother, or primary parent, time to take care of themselves. We have found, through research and anecdotal evidence, that if a new mother feels nurtured, she is better able to take her of her family. Our goal is to create a healthy family dynamic through a village-like approach to raising children.

Our working environment is fun and flexible, giving staff the ability to interact with families and occasionally work from home. Position is open until filled.

Goals and Objectives:

  • To provide support to families with new babies in the target population.
  • To recruit, train, vet, correspond with, and maintain an adequate pool of volunteers.
  • To provide volunteer guidance and arrange continuing education opportunities to volunteers.
  • To ensure that every family requesting services is matched with a qualified volunteer.

Duties/Responsibilities:

Program – 100%

Manage volunteers – 80% – 14 hours per week

  • Recruit volunteers through outreach events and advertising.
  • Train through volunteer training meetings held monthly or as needed.
  • Maintain database records for all potential and existing volunteers.
  • Complete reference and background checks for volunteers.
  • Create and oversee programs to engage volunteers and host regular volunteer meetings to build community.
  • Maintain ongoing relationships with past volunteers and volunteers on hiatus.

Provide support to families with new babies – 20% – 6 hours a week

  • In conjunction with Family Programs’ Coordinator, meet with and assess the needs of families requesting care and match them with the appropriate volunteers.
  • Maintain contact with families and volunteers during the service period, making adjustments to the service as needed.
  • Work with volunteers that manage the biweekly Postpartum Parenting Group, potentially creating other groups as community requests.
  • Attend occasional Santa Fe ¡Convive! resource events and meetings.
  • Coordinate with Family Programs’ Coordinator to provide baby boxes and safe sleep instruction to mothers who are interested in receiving a baby box and volunteer support.
  • Case management – for families we cannot support – includes sharing resources and referrals; for families we do support – includes extra support and help with challenges.
  • Collect and maintain records on clients and volunteers for statistical purposes according to the confidentiality and privacy policies of the organization.
  • Follow-up with families and volunteers after service; collect stories and final reports.
  • Enter all family data into database including communications updates.
  • Maintain client confidentiality while adhering to HIPAA and program requirements of families receiving postpartum services.
  • Demonstrate empathetic understanding of different backgrounds, family situations, and values.
  • Provide services in a culturally sensitive manner.
  • Support at least one family per year.
  • Ensure that all families who reach out for support are contacted and provided information about available services.

Qualifications:

  • College degree.
  • Strength in recruiting, managing, developing, coaching, and retaining individual volunteers.
  • Ability to implement and monitor policy and procedure in accordance with organization guidelines.
  • Proficient in using technology as a management-reporting tool.
  • Excellent verbal, nonverbal, and written communication skills.
  • Excellent organizational, multitasking, and time management skills.
  • Resourceful at problem solving.
  • Bilingual (English/Spanish) desired.
  • Experience working with infants, postpartum mothers and families, and breastfeeding mothers, representing a wide range of socio-economic and cultural backgrounds.
  • Ability to pass a mandatory background clearance required of all childcare workers in the State of New Mexico.
  • Reliable transportation with valid driver’s license, current automobile registration, and proof of auto insurance.
  • Ability to work well in culturally diverse settings, which includes knowledge of local population served.
  • Ability to work independently and within a team setting.
  • While performing the duties of this job, the employee is regularly required to walk, stand, drive, or sit for long periods of time and use computer equipment and cell phones. The employee is occasionally required to reach with hands and arms, stoop, kneel, crouch or crawl. The employee must be able to lift 40 pounds.
  • Personal qualities of integrity, credibility, and a commitment to and passion for the mission of Many Mothers.

____________________________________________________

Job Description:       Administrative Assistant

Reports to:                  Executive Director

Status:                          25% time (8-10 hours a week)

Benefits:                     Paid holidays; flexible schedule; cell phone stipend

Pay Rate:                    $16/hour

Date:                            Posted January 23, 2020. Open until filled.

Overview

Many Mothers is a small, grassroots nonprofit that originated in Santa Fe, NM in the 1990’s. We have supported hundreds of families and over a thousand children in Northern New Mexico through our Maternal Support Program, which sends trained volunteers into family homes, providing hands-on, critical care. Our mission is to “contribute to the health and wellbeing of communities by providing physical, emotional, and practical support to any family following the birth or adoption of a new baby.”

New mothers face countless challenges: Healing physically from a difficult birth, breastfeeding infections and problems, exhaustion, challenges within the partnership, integrating a new baby into the family, financial strain, isolation, PPD, domestic violence, immigration problems, being young/teen parents trying to finish school, and more. Many Mothers can alleviate many of these challenges by giving the mother, or primary parent, time to take care of themselves. We have found, through research and anecdotal evidence, that if a new mother feels nurtured, she is better able to take her of her family. Our goal is to create a healthy family dynamic through a village-like approach to raising children.

Our working environment is fun and flexible, giving staff the ability to interact with families and occasionally work from home. Position is open until filled.

Duties/Responsibilities

Program Support and Client Communications: (approx. 50% time)

  • Monitor and respond to internal and external email, website inquiries, and correspondence, forwarding to appropriate person if needed.
  • Serve as staff in Village Closet as needed: keep shelves stocked and cleaned, check out customers.
  • Take extra Village Closet donations made to Many Mothers to area shelters.
  • Provide back up for program coordinators or executive director as necessary.
  • Attend outreach events and represent Many Mothers as needed.
  • Check Many Mothers voicemail regularly and field messages to appropriate person. 

Marketing/Advertising: (approx. 25% time)

  • Maintain and update Facebook posts (5-6 x a week), Instagram, Twitter, and any other social media sites as yet to be determined.
  • Facilitate design, printing, and mailing of event notices, appeals, and invitations as directed with assistance from ED and Board of Directors.
  • Place advertising as directed by ED.

IT: (approx. 25% time)

  • Update and maintain organization’s website with current events and initiatives (WordPress).
  • Update, track, and record all events, program RSVPs, and donations in CRM system (LGL).
  • Maintain standards and procedures for correct data entry.

Competencies

  • Accuracy – proofreads work for spelling/grammar, computation errors.
  • Adaptability – adapts to changes in the work environment and manages competing demands.
  • Detail Orientation – focuses on and accurately executes the details.
  • Interpersonal Skills – develops and maintains positive working relationships at all levels of the organization.
  • Organizational and Time Management Skills – easily manages multiple, simultaneous projects to completion.
  • Passion – believes in the goals and mission of Many Mothers.
  • Planning – anticipates the unexpected and develops alternative options.
  • Prioritization – meets deadlines, accomplishes work in order of priority.
  • Self Confidence and Self Initiative – comfortable and self-assured about their own abilities and skills, eager to take initiative.
  • Team Player – self-directed individual who willingly and capably contributes to the overall goals and objectives of the organization.

Qualifications

  • Four years of related administrative experience providing support to management.
  • Minimum High School Diploma, some college preferred.
  • Excellent written and verbal communications skills.
  • Knowledge of Facebook, Instagram, and other social media sites.
  • Proficient in MS Office; Google/Gmail applications including calendars and docs and/or Dropbox. Familiarity with WordPress, MailChimp, Photoshop and/or In-Design is a plus.
  • Ability to speak Spanish is a plus.

Future Duties Contemplated

  • Assist with community outreach and fundraising as identified by the ED.
  • Assist in marketing for the organization.
  • Log, copy, and deposit checks/receipts as received.
  • Enter gifts into database. Assist in thanking donors.
  • Assist ED with finalizing monthly financial statements and reports for review by the Treasurer.
  • Opportunity for increased hours as budget permits.

 

 

 

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