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  • JOB DESCRIPTION

    Position             Campus Secretary

    FLSA Status      Hourly, Non-Exempt, Temporary

    Reporting To     Chief Administrative Officer (CAO)

    Location            Campus        

     

    Purpose of Position

    Our mission is to empower children who have faced abuse, neglect and hardships to take back their futures through our unique approach that focuses on providing them with a place in our residential community, a family-like structure and giving families a choice on how to move forward.

    Job Overview

    As Campus Secretary you will be responsible for acting as the main point of contact for all visitors and phone inquiries. You will provide a variety of administrative support to the Chief Administrative Office, Facilities Director and Campus Life Director. You will help manage the organizations needs by coordinating with the Facilities Director to ensure service requests are completed in a timely manner. Additionally, as Campus Secretary you will be required to recruit, build and maintain relationships with volunteers, it’s important that you provide direction, coordination and consultation for all volunteer functions within THFC.

    • Support CAO
    • Administrative Duties
    • Coordinate Volunteer Projects

    As Campus Secretary you will be required to provide a variety of secretarial support; establishing and maintaining records; coordinating and completing assigned projects; and compiling and distributing a wide variety of material such as but not limited to service request, Texas Department of Family and Protective Services (TDFPS) training log, petty cash/allowance, in-kind donations, etc.

    Responsibilities and Duties

    • Answering phones and routing calls to the correct person or taking messages
    • Assist in maintaining TDFPS training logs
    • Track in-kind donations
    • Promptly process incoming volunteer applications/inquires
    • Coordinate a minimum of four large volunteer projects a year
    • Performing office duties such as keeping the appearance tidy, log use of keys and credit cards, etc.
    • Develop, promote and maintain a wide range of volunteer opportunities
    • Survey staff regularly to assess needs for volunteer assistance
    • Asses visitor feedback received through comment forms
    • Organize and participate in volunteer recognition programs/events
    • Maintain accurate records and provide timely statistical and activity reports on volunteer participation as needed
    • Build ongoing relationships with groups through service and follow up communication that results in return group visits
    • Conduct post-visit calls to track successes and identify problems so that relationships are maintained and system improvements are made
    • Assist in cost coding invoices and receipts
    • Track timesheets for Relief Staff
    • Maintain the petty cash account
    • Maintain farm and ag program files
    • Work with Facilities Director to arrange pick-ups for donations
    • Maintain and submit allowance log as needed
    • Create and maintain House Parent profiles for ExtendedReach
    • Maintain campus phone list
    • Update fire logs as needed
    • Update training logs and create certificates
    • Sort and maintain donations
    • Work as a member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals
    • Assist with clothing vouchers
    • Maintain service and supply request binder for each cottage
    • Ensure personal files meet TDFPS minimum standards
    • Complete supplies requests in a timely manner

    *This position will occasionally require you to work after normal business hours and weekends. 

    Qualifications

    • Administrative experience preferred
    • Proficiency in MS Office and Excel
    • Experience in detailed record keeping
    • Detail oriented and comfortable working in a fast-paced environment
    • Resourceful, strategic problem-solving ability with a fun, positive “can do” attitude
    • Adapts quickly to new technology and easily acquires new technical skills
    • Exceptional communication skills
    • Pass background screening and drug test

     

    To apply, please send a cover letter and resume to Amber De Salme at ADeSalme@todaysharborforchildren.org.