ORGANIZATION OVERVIEW
Dream Centers is a faith-based non-profit organization founded in 2011 to provide health and hope to people of Colorado Springs who are working to rebuild their dreams. Mary’s Home, a project of Dream Centers, opened in 2015. Mary’s Home is a faith-based supportive housing program that provides single mother families with the opportunity to gain supportive relationships, holistic health, life skills, economic self-sufficiency and community resources, to be able to exit homelessness permanently.
JOB SUMMARY
The Office Coordinator provides administrative support to the Mary’s Home program by carrying out the administrative functions critical to the success of Mary’s Home. Specific areas in the Office Coordinator purview are coordinating all volunteer administration, accounting procedures, office and program supply inventory, event planning, guest reception, scheduling the use of space, and providing administration support to the Admissions team in key areas. In this role, strong administrative skills and excellent attention to detail are a must.
REPORTING AND WORKING RELATIONSHIPS
The Office Coordinator reports to the Operations Manager, works in close relationship and supports the Program Director, Family Advocates, Admissions team, Property team, First Impressions team, and other Mary’s Home staff to include: lead volunteers, as well as the Dream Centers support staff.
ESSENTIAL JOB RESPONSIBILITIES
- Coordinate and process financial accounting systems including purchase orders/check requests form administration, credit card management, monthly residency fees and exit savings, vendor file systems, accounts payable recordkeeping, and safe systems and usage
- Coordinate the volunteer onboarding process administratively, assure timely and warm communication to any potential volunteer, upload volunteer documents within the Volgistics software system, run background checks, and schedule interviews and orientations with incoming volunteers.
- Maintains regular communication with volunteers: including keeping accurate lists of volunteer teams, assuring every volunteer gets a thank you note once a year, sending newsletters from the Operation’s Team, sending communication from Program Director with prayer needs and testimonies, etc.
- Write and edit policies and position descriptions for volunteer positions as needed
- Plan and execute event planning for the annual Volunteer Appreciation Dinner and Mary’s Home Academy under the Operations Manager supervision in conjunction with MH Staff
- Plan and execute various events throughout the year in coordination with the Events Volunteer team, DC Advancement team, and community partners
- Provide oversight to the Hospitality Team, working with the Hospitality Volunteer Coordinator to facilitate their effective contribution within the Mary’s Home community
- Provide oversight to the Administrative Team, working with the Administrative Volunteer Coordinator to facilitate their effective contribution within the Mary’s Home community
- Oversee the organization, inventory management, and accounting of the business operations of the offices, including office equipment, office supplies, hospitality supplies, and other items related to the Mary’s Home programs
- Update Mary’s Home calendars and respond to general inquiries over the phone, by email, and in person
- Fulfills First Impressions responsibilities by receiving Mary’s Home guests when there is no volunteer present
- Contribute to the administration of the Mary’s Home Academy as needed, including developing administrative documents and tracking attendance
- Supports the hiring and onboarding of new team members by scheduling initial MH onboarding session and providing necessary office logins, codes, keys, and other onboarding documents
- Coordinate requests for room reservation in FSC and FLC, maintaining excellent professional communication with staff, volunteers, and key stakeholders
- Provide a welcoming atmosphere for volunteers participating in special projects alongside the Property, Advocacy, and other teams to often include refreshments, snacks, and liability waivers (may include work on Saturdays)
- Support the Admissions Team through running background checks, coordinating with Admissions Team, and preparing administrative packets as needed
- Learn, understand, and adopt best practices and trauma-informed care for the mothers and children in residency at Mary’s Home
- Uphold all ethical standards within the program through training, documentation, communications, and structure and assist with coaching volunteers in these ethical standards
- Other duties as assigned
