Job Summary
The Site Manager will work under the supervision of the Community Engagement Coordinator and Executive Director. The Site Manager will be responsible for overseeing tutoring sites, all students, volunteer tutors and parents that participate in the HOPE tutoring program at their site(s). References required. There will be a three month probationary period and evaluations at the end of each tutoring semester.
Duties and Responsibilities
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Ensuring that a substitute site manager is present in instances of your absence.
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Opening/preparing the center before the arrival of the volunteer tutors and students.
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Preparing the center for tutoring sessions for students, volunteers, and teachers.
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Securing, updating and maintaining student files—some may be digital.
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Ensuring the security and distribution of the student files.
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Greeting students and parents, making sure that students are signed in properly and that students leave with the appropriate adult. Ensuring that all students have signed out before their tutor leaves.
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Making tutor assignments from the suggestions of the Community Engagement Coordinator/Executive Director.
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Always monitoring the exits and restrooms.
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Seeing that refreshments are provided for the students (for after-school sessions).
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Signing students in and out, keeping accurate attendance records of students and tutors and sending the attendance report to the Administrative Assistant at the end of each tutoring session.
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Managing the resources and equipment at their assigned site and ensuring that all tutorial supplies are stored securely at the end of each tutoring session.
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Ensuring that students/parents are kept updated to upcoming events and opportunities.
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Distributing messages and communications for the HOPE Office to students, parents and volunteer tutors.
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Monitoring the tutoring sessions, answering questions and handling requests of tutors.
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Compiling accurate monthly statistical reports for the Operations Assistant to use for the CDBG Grant reports to the City of Arlington. These should be submitted at the Staff Meeting held each month, emailed directly, or brought into the office during office hours.
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Attend a Staff Meeting once a month, usually held on one Friday afternoon a month.
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Work closely with the Community Engagement Coordinator and keeping the Executive Director informed about the site.
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Calling absentee students and volunteer tutors. Reporting absences to the Volunteer/Student Coordinator or Executive Director.
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Maintaining the prizes and students incentives for each assigned site.
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Supervising the HOPE Bucks program and distributing associated prizes.
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Must attend a scheduled team meeting once a month, usually a Friday afternoon. Site Managers will be paid for required training days and staff meetings.
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Minimum Qualifications
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Must be 18 years old and a high school graduate. College degree preferred.
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Must have strong organizational skills and be able to interact with 2nd through 8th grade students, parents and volunteer staff.
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Must be dependable and prompt, have good people skills and have basic knowledge of computers.
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Must be able to lift between 25-50 pounds and have their own transportation.
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Bilingual in Spanish preferred.
Working Hours- Part Time
Virtual: Monday-Thursday, between the hours of 5-7PM
Daytime Site Manager: Monday-Thursday, between the hours of 11AM-2PM
After-School Site Manager: Monday-Thursday, between the hours of 3:30-7:30PM.
Location: Arlington, TX
Compensation: $10-14.50/hour, depending on experience and qualifications
Job Summary
The Operations and Fundraising Assistant reports to the Executive Director and provides administrative support for HOPE Tutoring. This position:
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Serves as a primary point of contact and office administrator for the organization
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Supports staff with a variety of clerical tasks.
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Maintains detailed documentation as required by governing regulations and HOPE’s procedures.
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Assists with fundraising efforts.
Duties and Responsibilities
Office Administration
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Oversees office communications, including phone calls, emails, and mail
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Prepares reports and materials for meetings, marketing, orientations, special events, and other needs
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Electronically captures, stores and inputs volunteer and student information
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Coordinates with site managers to ensure they have necessary supplies
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Assists with bookkeeping and payroll
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Assists with monthly newsletter content, design and distribution using Constant Contact
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Assists with summer programs and special events
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On occasion, accompanies HOPE representatives to outside engagements and provides support
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Maintains IT services, office equipment, and electronics
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Inventories and organizes supply closet and filing cabinets
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Orders supplies when needed
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Acts as backup for the Community Engagement Coordinator as needed
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Other duties as assigned
Donor Development
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Maintains profiles on key prospects and top supporters
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Maintains an efficient and timely donor record-keeping and reporting system, ensuring that accurate and complete records are prepared and maintained for each donor and identified prospect, including donor appreciation correspondence and other recognition activities
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Solicits donations and cultivates relationships to secure and increase ongoing financial support for HOPE
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Ensures all donor requests for information are responded to in an accurate, timely and professional manner
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Assists with annual donor-centered events and fundraisers
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Grant Writing
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Assists with preparation of grant proposals, creating and/or proofing narratives and data that are compelling, well-written, and adhere to all grant guidelines and requirements
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Tracks grant deadlines and reporting requirements, and checks grant-related documentation for completeness and accuracy
Project Management
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Works with Executive Director to set deadlines in support of various projects
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Monitors project progress and adjusts plans as needed
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Assists in the identification and management of project risks and issues
WORKING CONDITIONS
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Office environment. The mission of the organization may require non-standard workplaces and local travel at times.
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May work occasional evenings and weekends to accommodate activities and to represent the organization at public events.
QUALIFICATIONS
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High school diploma or equivalent required. Associate’s degree or equivalent combination of experience and education preferred.
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Must possess advanced Microsoft Office 365 skills and be proficient in email management and internet research. Must be able to learn new software quickly.
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Must possess excellent writing skills with the ability to produce compelling, well-researched grant proposals and social media posts.
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Bookkeeping and payroll experience and knowledge strongly preferred. Knowledge of QuickBooks a plus.
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Experience with fundraising or community outreach projects is preferred. Experience with donor development and grant writing is a plus.
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Bilingual preferred.
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Additional skills needed:
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Excellent organizational and time-management skills
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Ability to work independently and as part of a team
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Ability to plan and schedule project tasks and finish tasks on time and accurately
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Well organized, self-starter
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Effective verbal communicator and interpersonal bridge-builder
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High degree of confidentiality and decorum
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Working Hours- Part Time
Monday-Friday, 20 hours per week; Tuesday and Thursday mornings, in-office from 9-11AM. Some evenings and weekends may be required to attend meetings and events.
Location: Arlington, TX
Compensation: $15-$18/hour, depending on experience and qualifications.
Job descriptions are not intended, and should not be construed to be, exhaustive lists of all responsibilities, skills, efforts or working conditions associated with a job. They are meant to be accurate reflections of the role elements essential for making fair pay and job performance evaluation decisions.