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Work with us!

The Beacon is an equal opportunity employer. No employee or applicant will be discriminated against because of race, color, sex, gender, sexual orientation, national origin, age, religion, military/veteran status, disability or any category prohibited by applicable federal, state or local law.​

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Database and Administrative Assistant

This position plays an important role in maintaining the strength and integrity of the organization’s efforts to meet its mission in the areas of fundraising and stewardship.  In particular, the Database and Administrative Assistant will be responsible for The Beacon’s donor and volunteer databases (eTapestry, Greater Giving & Volgistics) including the processing of all donations and preparing donor acknowledgement letters in a timely manner.  

This person will also assist with administrative tasks related to the general operations of the organization, its staff and leadership.  Excellent customer service and mindfulness of the importance of this work is a must.  The best candidate will be a person who demonstrates the desire to learn and is extremely detail-oriented while also efficient in their work product.

Reports to:

Chief Advancement Officer

Responsibilities:

Database Management:

  • Process all donations made to the organization (checks, on-line gifts, pledged contributions, wire transfers, direct deposits) by entering each into the database and coding for finance

  • Maintain the structure of the gift processing electronic filing system, keeping files and scanned documents labeled and organized

  • Maintain the integrity of the donor database – updating addresses, contact information, mailing status and affiliation

  • Leading up to, during and after fundraising events: enter, update, reconcile and migrate donor information and contributions from the organization’s auction software (Greater Giving) to the donor database for processing

  • Enter in-kind gifts into eTapestry after receiving in-kind donation forms from staff. Entry will generate acknowledgement of items received and any value that needs to be included in the letter for tax purposes

  • Prepare and review monthly reports from the donor database to ensure that finance records match donor database records

  • Prepare and review reports from the donor database (and auction software database for events)

  • Manage the acceptance of new volunteers, and relationships with continuing volunteers, sending out welcome messaging and thank you messaging through Volgistics

  • Run Monthly Volunteer Hour reports and Quarterly Volunteer Appreciation reports in the Volgistics database

  • Assist with the input and maintenance of volunteer records and hours to ensure appropriate record keeping of volunteer hours and information

Gift Acknowledgement:

  • Utilizing the donor database, create and customize timely and meaningful acknowledgement letters to donors for their contributions

  • Format, print and prepare letters for signature by CEO and CAO

  • Create and print envelopes, prepare letters for mailing

Reconciliation:

  • Interface with finance staff and submit transmittals based on deposited funds

  • Prepare corresponding finance transmittals and reports for finance office

Other Administrative Functions:

  • Provide editing support in Canva (experience in InDesign preferred) for print materials (Gratitude Report, Come to the Table items: underwriter packet, invitation, program, posters, and end-of-year mailings)

  • Assist with projects, providing input to administrative and financial team on processes and procedures

  • Coordinate with Day Center Manager, Chief of Staff, and Development team to order, inventory and manage Volunteer Appreciation items for individuals and groups

  • Other duties as assigned

 

Qualifications:

  • Associates or Bachelor’s degree

  • Proficiency in Microsoft Word, Excel and PowerPoint, as well as experience in working with database software system (eTapestry, Volgistics, and Greater Giving experience is a plus)

  • Care and attention related to structure, processes, and details

  • Ability to perform work tasks with a high level of respect and customer service, internally and externally

  • Verbal and written communication is positive and clear with minimal grammatical errors

  • Ability to organize and prioritize work and adjust to shifting priorities

  • Ability to work independently with minimal supervision after training period concludes

  • High degree of integrity handling confidential and sensitive information

  • Willing to work some evening and weekends based on special event or needs by the organization

  • Ability to work in a non-traditional environment and maintain professional boundaries

  • Familiarity with local nonprofits engaged in services to the homeless populations helpful

  • Positive attitude, commitment and passion for the mission of The Beacon

 

Physical Demands:

This position requires that the individual be able to lift up to 20 pounds, be seated for extended periods for computer work, and be comfortable working in various environments such as outdoors and/or in non-traditional settings on occasion.

Job Classification:

Full-time/Non-exempt

$25-$27 Hourly

Duties must be performed in the office, with the possibility of moving to one day a week of remote work with a satisfactory 90 day review.  Dedicated workspace in a quiet office will be provided.

Database & Administrative Assistant

Kitchen Coordinator

The Kitchen Coordinator is responsible for managing all aspects of the commercial kitchen in The Beacon Day Center to provide high quality meals (breakfast and lunch) to individuals experiencing homelessness. The Kitchen Coordinator is responsible for kitchen sanitation, safety, and maintenance of all kitchen equipment. The position will also work closely with the Day Center Manager to handle food and supply orders and assist with budgeting and cost controls. The ideal candidate for the Kitchen Coordinator position should be someone who has strong time management and organizational skills and is committed to creating a professional, safe, and welcoming environment for clients and volunteers.  Work schedule is Thursday through Monday generally from 6:30AM – 2:30PM.

 

Reports to:

Day Center Manager

Responsibilities:

  • Be fully present and visible in the kitchen service day operations, helping, and communicating with clients and volunteers during food preparation and service time to evaluate service and program standards.

  • Lead volunteers of varying skill and communication levels to complete tasks safely and successfully.  Develop volunteer team leads to assist.  Build volunteer retention by maximizing utility of volunteers and cultivating a positive experience.  Utilize volunteer database to help plan ahead for volunteer shifts.

  • Ensure that all volunteers receive thorough instructions, comply with the policy on personal hygiene and clothing requirements, and are deployed in a systematic manner that adequately covers the most important positions.

  • Develop and write menus, keeping cost effectiveness, popularity, and variety in mind.  Create standard recipes.

  • Ensure that control procedures with respect to timely food production, portion control and waste management are in place. Ensure ordering control procedures are being followed and that The Beacon is adequately stocked with supplies needed to provide the program services.

  • Manage the agreed food cost targets through inventory control, ordering and developing sources of donations.

  • Ensure that all equipment is clean, working safely and compliant with manufacturers’ guidelines for operation and any failures are reported to the Day Center Manager.  Perform scheduled maintenance as needed and utilize equipment service logs.

  • Ensure that all food is being received, stored, handled and processed properly according to City of Houston health ordinances and that all volunteers are aware of and adhere to all sanitation and safety practices around food handling that are relevant.

  • Complete required trainings and participate in meetings.

  • Assist with other duties as assigned by supervisor including cross training in different areas of the Day Center.

 

Qualifications:

  • High School Diploma / GED required, some college or associate degree preferred

  • At least three years food service experience and some management experience preferred

  • Must have City of Houston Food Managers Certification or equivalent. 

  • Experience working with disadvantaged populations preferred

  • Excellent communication, organizational, and customer service skills

  • Positive attitude and passion for the mission and core values of The Beacon

  • Ability to work with minimal direct supervision and to thrive in a high-stimulation environment

  • Ability to deal with people with empathy, patience, and neutrality

  • Capacity to understand and maintain clear boundaries with clients and volunteers regarding safety and security

  • Flexibility in work roles, reliability, and ability to work within a small team

  • Must have a valid State License or ID

 

Physical Demands:

This position requires that the individual be able to lift 50 pounds, be seated or stand for extended periods, and be comfortable working in various environments such as walk-in freezers and coolers. Must be cautious around wet floors, hot burners and other hot equipment, hot steam, sharp knives, and other hand utensils.

Job Classification:

Full time/non-exempt/40 hours weekly

$23-$24 an Hour

Database & Administrative Assistant

Click below to submit your resume and cover letter.

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