Charitable Advisors LLC
  • 06-Jan-2020 to 06-Feb-2020
  • - Coalition for Homelessness Intervention and Prevention (CHIP)
  • Indianapolis, IN, USA
  • $35,000 - $40,000 (dependent on experience)
  • Full Time
  • Complete benefits package available

The Coalition for Homelessness Intervention and Prevention (CHIP) drives a system-wide, community response to make homelessness rare, short-lived, and recoverable. Through leadership and collaboration, CHIP secures and leverages funding to support the homeless service sector, manages and analyzes data at both a micro and macro-level, advocates for policy change and the local, state, and federal levels, and project manages the strategies identified in the Community Plan in partnership with key stakeholders. CHIP serves as the collective impact lead or backbone agency working towards the goal of ending homelessness in Indianapolis.

Position Summary
CHIP recognizes that the key to success is a strong and cohesive organization that is well-managed and supported. This position is a hybrid position that provides support to both the Executive Director through oversight of the administrative details of the day-to-day operations of the organization, as well as supporting the administrative activities of the project management team. This position also provides project coordination for key activities and initiatives that CHIP leads in the community involving external partners and stakeholders.

Position Duties & Responsibilities
The following duties and responsibilities are intended to describe the general nature and scope of work of this position. They are not intended to be completely exhaustive or inclusive of all responsibilities, duties, and skills required:
Executive Assistance
• Schedule appointments and manage the Executive Director's schedule and calendar
• Assist in meeting preparation and follow-up for CHIP staff meetings, CHIP board meetings, and other internal meetings
• Assist the Executive Director in supporting the CHIP Board of Directors (meeting preparation, room reservations and set-up, committee management, Boardable, etc.)
• Review and approved credit card and purchases of the Executive Director
• Monitor and follow-up on administrative details for the Executive Director including signature review for contracts, timesheets, invoices, etc.
• Proofread letters, e-mails, documents, and other materials developed by the Executive Director
• Prepare and review power point presentations and electronic documents for the Executive Director for internal and external speaking engagements
• Work with public relations consultants to schedule media events, press releases on behalf of Executive Director
• Work with lobbyists to schedule and follow-up on legislative events, committee hearings, etc.
• Provide additional administrative support to the Executive Director, such as assisting with routine correspondence, screening and prioritizing telephone calls, requests for information, etc.
• Act as the primary point of contact between the executive and internal/external people
• Assist in managing the workload required of the Executive Director to ensure the timely and accurate delivery of work projects
Office Operations Coordination
• Coordinate and community travel for CHIP team (flights, hotels, conference registration, etc.)
• Maintain and organize files on the shared drive
• Answer, screen, and direct calls and e-mails from the general CHIP information phoneline and e-mail account
• Lead on office equipment issues (copier, shredder, phones, etc)
• Assist network support team on setting up new accounts for staff
• Manage, maintain, and update the CHIP social media account and webpage
• Review and recommend changes in current office practices and operating procedures to maximize efficiency and impact
• Troubleshoot and field general requests from team members
• Proofread letters, materials, presentations
• Assist in preparing presentations, charts, spreadsheets marketing materials
• Assist in planning events for CHIP annual Celebration, Homeless Persons' Memorial Service, Point-in-Time Count, etc. (logistics, volunteer coordination, etc.)
• Assist in the development and distribution of the Handbook of Help
• Assist in the management of the Street Reach Indy initiative (referrals, funding requests, committee review, invoicing, fund tracking and distribution)
• Assist in the oversight and management of the Landlord Mitigation Fund (referrals, funding requests, fund tracking and distribution)
• Perform monthly office supply runs
• Create and maintain space for flexible and innovative thought and strategic leadership of the CHIP team

The requirements lists are representative of the basic knowledge, skills, and/or abilities required. Reasonable accommodations may be made to ensure individuals with disabilities are able to perform the essential functions.
The individual in this role must have a high-level of integrity and professionalism. A successful candidate will need to embody all of the following:
• Highly effective communication skills (written, verbal, interpersonal)
• Driven and a self-starter
• Able to work both autonomously and in a team setting
• Detail-oriented
• Highly organized
• Effective time management and prioritization of activities
• Outgoing and able to thrive in a fast-paced environment
• Personable and skilled in engaging diverse stakeholders and various personality types
• Flexible and adaptable to a changing environment
• Effective at multi-tasking
• Innovative and willing to articulate opportunities for organizational improvement
• High-level of proofreading and editing ability
• Collaborative

Must be computer literate and proficient in Microsoft products, including Outlook, Excel, Word, PowerPoint. 3-5 years' experience in administrative support, project coordination, meeting planning, event planning, scheduling, calendar management, and adherence to timelines. Must be digital media savvy. Marketing, graphic design, content writing, or accounting experience preferred. Project management experience also preferred.

Physical Demands
The physical demands described are general representations of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to ensure individuals with disabilities are able to perform the essential functions.
• Employee is regularly required to sit at a desk in an office setting.
• Employee may occasionally have to lift and/or move up to 20 pounds.
• Employee is required to use a computer and monitor and specific vision abilities required by this job include close vision and the ability to adjust focus.
• Employee is required to use a phone and must be able to communicate with callers.
• Employee is required to use general office equipment, including copier, telephone, computer, projector, conference phone, etc.

Work Environment
The employee will be positioned in an open area near the office entrance. It can be a high traffic area. The work environment is an office setting inclusive of individual offices and shared meeting space. The employee will not have an individual, private office, but will be in an area with windows. The work environment is best captured as constantly evolving and changing to meet demands. Employee must be adaptive to change and able to thrive in a culture of continuous improvement. The work environment can also be described as:
• Collaborative
• High-energy
• Moderate degree of noise
• Fun yet professional
• Flexible with a high-degree of autonomy
• High-pressure at times
• High-expectations

The office is open Monday – Friday between 8:30 AM – 5:00 PM. The standard work week is based on 37.5 hours on average. Holiday, vacation, personal, and bereavement days are included. Parking in onsite and free. The office is located on the 3rd floor with both stair and elevator access.

Core Competencies
• Accountability
• Respect
• Excellence
• Strategic Thought
• Critical Inquiry and Analysis
• Systems-based Practice
• Effective Communication
• Teamwork and Collaboration
• Inclusivity and Equity

Click the APPLY button to apply online now.

Note: United Way of Central Indiana serves as the fiduciary for CHIP. However, all hiring and personnel decisions are made by CHIP. 

This position has been closed and is no longer available.
Charitable Advisors LLC


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