Operations Administrative Coordinator

Operations Administrative Coordinator

About Autism Cares Foundation

Autism Cares Foundation is a premier non-profit organization in Bucks County. We provide a variety of community-based activities and services to help empower individuals of all abilities.

Our Foundation Division takes immense pride in delivering high quality activities to ensure all individuals enjoy a life full of possibilities. Our repertoire of 150 annual activities include arts & crafts, dances, prom, holiday parties, and much more. Most of these activities occur during evenings and weekends.

Our Adult Services Division provides day and community services for adults with different abilities in our

Second Street Pike location.

Position Summary: The Operations Administrative Coordinator should have a passion for and experience with helping people with a variety of abilities and will assist the Foundation and the Adult Services Division.

We are seeking an individual who provides outstanding customer service to all constituents (families, participants, donors, funding agencies, board of directors, etc.), is an enthusiastic professional who can work in a fast-paced environment. The successful candidate must have outstanding relationship, development, organizational skills, an excellent communicator and be genuinely enthusiastic about the mission of Autism Cares Foundation. This is a supports role responsible for performing the activities listed below and for knowing all systems within the organization.

Administration

• Perform basic bookkeeping tasks including processing invoices, mailing checks, making deposits, invoicing, running financial reports, reconciling credit card purchases, etc.
• Updates the Foundation’s website and various social media platforms (Facebook, Twitter,

Instagram, LinkedIn, etc.).

• Serve as first point of contact for the organization via phone calls and specific email inquiries.

Ensure next steps in process; add to email list for events, compile wait list, etc.

• Maintain Volunteer Database: annual registration, cross referencing, clearances, etc.
• Create and manage One Drive forms for surveys, registrations, etc.
• Maintain organizational files and documents, HR files, clearances, driver license verifications, etc.

Archive files at the scheduled time.

• Manage and purchase office supplies and keep supply inventory stocked and organized.
• Schedule facility maintenance services

Adult Services Division

• Update spreadsheets for tracking participant data, grant funding tracking, emergency contact information
• Maintain and update staff clearances and driver’s license checks.
• Maintain all staff training files and notify staff supervisor of training requirements
• Act as the additional contact and trainer for Sandata and Promise systems
• Scan and file all Community Participation Services notes
• Assist in recruiting efforts: post jobs, manage point of contacts, perform initial screenings,
• Track all COVID-related spending for potential grants
• Fleet Management: manage vehicle inspection, insurance, maintenance, and repairs
• Serve as point of contact for Bucks County Transportation

Foundation Division:

• Serve as ACF Activity Host at least 2 times weekly (these are held on evenings and/or weekends and would be flex schedule days).
• Work with team scheduling ACF activities calendar
• Manage donor database including gift entry, preparing mailing lists, updating, importing information, donor recognition - thank you communications and outreach
• Point of contact for online giving through various portals such as matching gifts, payroll deduction,

Network for Good, and others

• Assists in grant filings and preparations; data collection and reporting
• Process ACF merchandise for website as well as track and maintain inventory
• Work with vendors on merchandise, printing, and mailings

Qualifications and Requirements:

This is an extraordinary opportunity for an individual to grow and further develop programs. The successful candidate will partner with the CEO ASD and Executive Director and work collaboratively with a high- performance management team. Specific requirements include:

• Minimum two years related experience; nonprofit experience a plus
• Excellent verbal, written and interpersonal communication skills with attention to details
• Ability to manage multiple projects simultaneously and independently
• Ability to develop effective work plans, organize details, set priorities, and meet deadlines.
• MS Office (Word, Excel, Power Point & email) proficiency, strong excel skills required
• Must be fluent in social media postings (Facebook, Twitter, Instagram, LinkedIn, etc.)
• Responsible for website administration – updates, layouts, marketing, etc.
• Familiarity with software systems (email, Constant Contact, website, social media platforms, etc.).
• Experience with donor databases and email marketing programs/campaigns
• Ability to operate and troubleshoot standard office equipment.
• Current valid driver’s license required.
• Must pass screening requirements including clear criminal record and background checks in accordance with state requirements, including Child/PA Criminal and FBI, required.
• Must be Covid-19 vaccinated
• Willing to submit references from previous clients/employers.

This job description is not intended to be a comprehensive list of the duties and responsibilities of the position. It only provides an overview. The actual duties and responsibilities of this position will vary & change without notice.

Location: Autism Cares Foundation, 816 2nd Street Pike, Southampton, PA. 18966

Reports To: Executive Director for Foundation Division/CEO for Adult Services Division

Hours of work: Full time, 40 hours weekly. Schedule will include 3 days in the office and 2 flex days that include activity hosting evenings, and some weekends. The 3 in 2 out schedule will vary depending upon the activities calendar and the specific needs of each division.

Benefits: Health Plans, Dental, PTO, Holidays

Salary: Commensurate with experience. Applicants must denote salary expectations.

If you have a passion for delivering top-quality service and enjoy working in a dynamic environment full of dedicated professionals, please forward your resume for consideration.

June 2022

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Weekend availability

Education:

• Associate (Preferred)

License/Certification:

• Driver's License (Preferred)

Work Location: One location