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Program/Administrative Associate

Solar Cookers International
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MISSION 
 Solar Cookers International (SCI) improves human and environmental health by supporting the expansion of effective carbon-free solar cooking in world regions of greatest need. SCI leads through advocacy, research, and strengthening the capacity of the global solar cooking movement. 

THE POSITION
Solar Cookers International is seeking an employee to perform a full range of administrative and programmatic support duties for staff, fund development, and the board of directors; plus, customer service; communications; and general office support duties. The employee will complete a variety of clerical, communications, database, and data entry tasks. Receives direct supervision from the Executive Director. Manager-level staff can also provide direction on occasion.

ESSENTIAL RESPONSIBILITIES – the duties described below are provided as examples and are not to be considered as exclusive or all-inclusive:
  • Serve as primary, front-line contact for the organization; handle inquiries from the public via phone, email, and in-person visitors (as health and safety allow), answer questions and provide information regarding activities and goals and/or direct them to the appropriate staff member(s) as needed; resolve issues with vendors and agencies as needed; process store, staff and/or donor-related shipments as needed.
  • Serve as constituent record management (CRM) database lead by inputting income (donations, membership fees, store orders, etc.), processing and mailing thank you and renewal letters, and completing related CRM tasks.
  • Monitor online sources of donations; enter and process donations.
  • Receive, process, and mail sales orders including solar cookers and cookbooks.
  • Prepare and maintain data and paper records; enter and retrieve data; produce various documents, summaries, and reports utilizing standard and advanced equipment and computer functions and programs, developing formats, and manipulating data to achieve desired results.
  • Provide basic computer equipment troubleshooting; liaison with the Information Technology and CRM contractors to submit requests or resolve issues.
  • Reconcile differences between Salsa and QuickBooks with the bookkeeper.
  • Maintain files and file copies of letters, memoranda, reports, and other materials. Update procedures for routine tasks, including mail and data entry.
  • Administer Office 365 enterprise suite, including SharePoint file management system. 
  • Oversee scheduling, recruitment, training, and stewardship of volunteers.
  • Maintain credit card PCI compliance and update data security protocol.
  • Maintain inventory and stock of supplies; order office supplies; coordinate repair of office equipment. Ensure that labor posters are current and appropriately posted.
  • Produce and refine SCI’s mailing lists for print publications. 
  • Check, read, prioritize, and screen mail; route and/or deliver mail and other material to staff for handling; attach back-up materials; initiate responses to routine correspondence and mail receipts.
  • Manage renewal of SCI paperwork, such as with the Secretary of State.
  • Manage SCI’s membership program, the Solar Cookers International Association including renewals, new member processing, membership lists, and program information.
  • Other duties as assigned/opportunities as they arise.

Essential Knowledge and Abilities Required 
Knowledge of:
  •  Clerical and office methods, procedures, techniques, and best practices including customer service, manual and automated filing systems, information storage and retrieval systems, business correspondence, report writing, and correct English usage; standard operating policies, procedures, and administrative structure.
  • Constituent record management databases for donor management.
  • Principles and procedures of record-keeping and file management. 
  • Written and oral communication techniques and methodologies.
Ability to:
  • Prioritize, plan, schedule, and coordinate work processes necessary to carry out responsibilities.
  • Utilize personal computers and computer software to perform word processing, spreadsheet, database, website development, email marketing, and other specialized functions.
  • Maintain confidential data and information.
  • Work independently in the absence of supervision.
  • Report on work progress and outcomes to supervisors in a timely manner.
  • Respond to requests and inquiries from external stakeholders and members of the public.
  • Work to a high degree of accuracy and attention to detail.
  • Perform routine mathematical calculations.
  • Compile, prepare, and maintain accurate records, files, and reports.
  • Meet deadlines and manage multiple projects concurrently.
  • Communicate clearly and concisely, both orally and in writing; prepare and deliver effective oral presentations; interpret and package data clearly and persuasively.
  • Establish, maintain, and foster positive and harmonious working relationships; motivate members, donors, board members, and staff; recruit volunteers.
  • Coordinate with staff members in remote locations; understand and work with culturally diverse people.
  • Provide excellent customer service.

QUALIFICATIONS
Any combination of experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
  • Required: One year of experience in detail-oriented, customer service role(s).
  • Preferred: An Associate degree, with coursework in business administration, marketing, environmental studies, communications, international development, international relations, and/or a related field. Some experience with databases, document storage, and data entry, ideally including a CRM database.

WORK SITUATION
Some of the responsibilities of this position can be done remotely. Some need to be done on-site, in the office, in a very time-specific manner (such as checking the mail and printing and mailing thank-you notes). Generally, this position offers the flexibility to work remotely in the mornings and is expected to work in the office every afternoon. Health and safety are prioritized regarding interactions with the public.

COMPENSATION
This is a full-time hourly position, paying in the range of $16-19/hour (which would be approximately $35,000-$40,000/year). Compensation commensurate with experience. SCI provides competitive health, vacation, sick leave, and other benefits. 
 
TIMELINE
We are looking to hire the right candidate as soon as possible. Opportunities for cross-training in the office with the person currently in the position exist until Friday, May 21st. After that, some remote training options potentially exist with the person currently in the position.
 
APPLICATION REQUIREMENTS
In one email, submit a resume or CV, cover letter with salary requirements, and one writing sample to Caitlyn Hughes, Executive Director at Caitlyn.hughes@solarcookers.org. A hyperlink to an online portfolio of work may also be submitted. Candidates are responsible for ensuring receipt of application materials. The most qualified candidates will be invited to an oral interview and will be invited to complete a timed exercise to analyze relevant skills at a mutually agreed upon time. Applicants must be eligible for employment in the US.