Job description

Our Mission

We are growing every day, providing innovative, arts-in-medicine supportive care programs for children coping with serious illness, their families, and the health care providers who care for them. Beads of Courage, Inc. is an approved public charity under I.R.S. Code Section 501(c)(3), based in Tucson, Arizona.

Description

Position Title: Beads of Courage, Inc. Volunteer & Special Events Coordinator

Supervisor’s Title: Executive Director

Location of Internship: 3230 North Dodge Blvd, Suite J. Tucson, AZ 85716 and warehouse space (location to be provided upon hire).

Qualifications

• Detail-oriented
• Excellent verbal and written communication skills
• Be able to perform physical labor (lifting up to 50 lbs., standing, bending, etc.)
• Be a team player
• Have a positive attitude
• Flexible with job duties

Job Description

Beads of Courage, Inc. is a fast-paced non-profit organization that currently supports over 400 children’s hospitals in nine countries who provide our Arts-in-Medicine Programs at the frontlines of caregiving for children coping with serious illness, their families, and the health care providers who care for them.

The core responsibilities of the Volunteer & Special Events Coordinator are outlined below:

• Manage volunteers for the organization and corporate calendar.
• * Voicemails, emails regarding local volunteer opportunities. These volunteer opportunities include on-site help with program maintenance at the Beads of Courage Headquarters and for BOC, Inc, Events.

*

• Scheduling groups and individuals for volunteer opportunities
• Manage volunteer relations.
• Enter volunteer hours into database
• Annual Volunteer Appreciation luncheon

• Assist in running our store at headquarters and greeting people who visit.
• Learn and become comfortable explaining mission statement and elevator speech of “What is Beads of Courage?”

• Artist Relations. Those volunteers that give in-kind donations in support of our programs. These relationships are critical to the donation of original art for our programs.
• Bead Artists Relations
• All bead artist relations – glass; boro; polymer and jewelry.
• Assist with polymer bead making classes at HQ and in the community

• Sewing Groups
• Gratitude and tracking donations

• Woodturners
• Gratitude and tracking donations

• Assist Development Manager with data management of in-kind donations.
• Support with data entry using organization’s CRM.

• Answering phones and relaying messages to the appropriate team member
• Welcoming visitors to the BOC HQ and managing the store retail
• Help maintain office space cleanliness.
• This includes regular cleaning, tidying of the space, and emptying of trash cans as needed.

• Assist Executive Director, Innovation Officer and Community Engagement Team with special projects and events
• Support with related completion of tasks tied to special events and development projects to meet deadlines
• Purchasing for special events and programs

• Volunteer and Special Events Assistance
• Help oversee volunteer activities and assist with BOC, Inc. Special events

Office Assistant Core Responsibilities:

• To be responsible for the daily running of the headquarters office.
• To act as an assistant for the Executive Director and Innovation Officer
• Serve as a purchasing agent for select vendors for special projects

• To support and maintain processes for program materials management.
• To support the develop team in meeting deadlines for special events
• To support all volunteer and donor inquiries with grace and with the utmost customer service in action.
• To maintain appropriate donor information and volunteer information with the Development Manager, including assisting in or where appropriate undertaking, the preparation of statistics, reports, and tracking for budgets and gratitude process
• To deal with the administrative tasks relating to program outreach, as needed, with the Program Director, and Program Material coordinators
• To undertake general office duties, cleaning and organization, distributing and dispatching and receive mail, photocopying, clerical work, and any other duties as required.
• Ability to work alongside C-Level Executives and to decipher what information is proprietary and what can be shared externally
• Working alongside a high-level administration team as a partner
• Strong Customer Service focused mentality
• Willingness to jump in and help where necessary

Responsibilities and Core Skills Required

• Must demonstrate a desire to serve the mission of Beads of Courage. This is the most important requirement. The coordinator must believe in the programs we provide and the overall mission of BOC to be an effective member of the Team.
• The coordinator must have excellent verbal and written skills. This position requires the individual to interact with members of the public, and our supporters regularly both verbally (in person and phone) and in written (email communications).
• Experience with and a passion for special events preferred
• Excellent customer service skills required.
• Experience with inventory tracking software preferred.
• Assistant must be able to follow directions, and be prepared to offer critical thinking insight and suggestions for improvements where appropriate.
• Perform assigned tasks before or by deadline given
• Be inquisitive – ask any questions about assigned program
• Work closely with supervisor to ensure orders are being filled appropriately
• Help maintain accurate inventory

Hours: Monday-Friday 9:00-3:00 pm, some Saturdays and Sundays, and some varied hours determined by special event(s) schedule.

Job Type: Full-time

Pay: $18.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday
• Weekend availability

Experience:

• Volunteer management: 1 year (Preferred)
• Office Assstant: 1 year (Preferred)

Work Location: One location

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