Program / Development Associate – Housing Industry Foundation – San Mateo, CA

POSITION The Program and Development Associate supports the Housing Industry Foundation’s Executive Director and Program Manager to provide program, development and office administration support of HIF’s two programs and management of the organization’s records. This is an excellent opportunity for a passionate candidate with the right balance of exceptional organizational skills and the energy to build upon HIF’s record of success.

RESPONSIBILITIES

Program administration:

Emergency Housing Fund* Gather required grant documents, handle data entry in Microsoft Access data base and process checks for approved grants through Quick Books * Manage grant-related communication with other nonprofit agencies, clients, and payees * Manage calendar of agency training schedule, lead trainings as needed, and oversee caseworker follow-up Shelter Renovation Program* Coordinate professional vendors and volunteer workdays, including shopping for materials and meeting vendors on site, as needed * Manage in-kind donor follow-up, including invoice collection, data entry input, Quick Books general journal entry input, provide tax documentation, and ensure inclusion in final project summaries * Organize logistics of open house events to showcase repairs and upgrades, including maintain RSVP lists, and design & print appreciation materials

Fundraising:
Responsible for maintaining on-line presence including, but not limited to website, facebook, twitter, Flickr, YouTube and Linked-In accounts
Assist with annual Donor Appreciation Party, VIP luncheon, Year End Board reception and other event planning and coordination including, but not limited to solicitation correspondence outreach, rsvp management and event set up
Design, promote and manage annual SVGives campaign, Giving Tuesday, as well as any other crowd funding opportunities
Research and coordinate annual Summit Dinner online reservation platform
Assist Executive Director and board members with fund-raising efforts
Contribute to team effort by accomplishing related results as needed
Any additional duties as deemed necessary by the Executive Director and Program Manager

Board Management:
Prepare agendas, meeting packets and make arrangements for committee, Board or other meetings
Attend Board, committee meetings or other meetings as requested in order to record minutes and distribute minutes of meetings accordingly
Prepare new board member packets, update new member information internally and externally, and complete new board member on-boarding
Maintain annual meeting and event calendar
Liaison for board member questions and correspondence

Reporting, communication, record-keeping:
Prepare summaries of emergency grants and renovation projects
Solicit and prepare client testimonials and other case studies
Manage correspondence with donors and sponsors at all levels, including “thank you” cards, gift acknowledgements, solicitations and other campaigns
Maintain database of housing grant recipients in Microsoft Access, renovation projects in Microsoft Excel and donors in eTapestry
Design and implement e-blast correspondence to donor base at a minimum of five times per year
Create and modify documents such as reports, memos, letters and financial statements using Microsoft Office, QuickBooks or other programs
Assist with miscellaneous administrative duties related to fundraising and board management

Office Management:
Oversee all aspects of general office coordination
Answer telephones and transfer to appropriate staff member
Open, sort and distribute incoming correspondence and general mail
Maintain annual contracts for office lease, networking, website, emails, donor base, and fax line service providers
Perform general clerical duties to include, but not limited to, copying, scanning, faxing, mailing and filing.
Research, purchase, and maintain proper inventory of office furniture, equipment and supplies
Ensure proper operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

Bookkeeping:
Pay bills bi-weekly and prepare bank deposits on a weekly basis
Input all cash and in-kind donations
Reconcile bank statements and credit card charges monthly
Gather necessary supporting documentation for annual tax preparation
Expectation of complete confidentiality on all business matters

MINIMUM QUALIFICATIONS

2 or 4 year college degree
High energy, positive, “can-do” attitude with a high degree of self-initiative
Extremely detail-oriented and well-organized
Demonstrated ability as a self-starter and flexibility to work as part of a team
Strong verbal and written communication skills
Strong project management and reporting competence
Proven analytical and problem solving capability
Proficiency in Microsoft Office and web applications
Ability to relate well to public and private funders, individual contributors, board members, community leaders, volunteers and staff
Ability to attend community activities, including a professional appearance and conduct
Must have access to a car as local travel will be necessary

PREFERRED QUALIFICATIONS

Some experience in social services field and/or homelessness prevention programs
Background in the real estate or construction industry
Experience in marketing and media relations
Experience with E-Tapestry, WordPress, Quickbooks, Constant Contact

SCHEDULE & COMPENSATION

Required 40 hours per week Monday through Friday. Schedule to be mutually agreed upon but flexibility provided as needed
Hourly wage commensurate with experience
Health, vision, and dental insurance
Retirement plan participation opportunity
Mileage reimbursement to offsite locations

How to apply

Submit an updated resume and cover letter that describes how your experience would complement the work of HIF and the responsibilities of the position. Email application materials to meta@hifinfo.org.
No calls regarding this position, please.

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