Job Description
WITH LOVE OREGON, INC.
14555 SW 74th Avenue, Tigard, OR 97224
www.withloveoregon.org
JOB TITLE
Program Supervisor
REPORTS TO
Director of Operations
SCHEDULE
This is a full-time, benefitted, exempt position to begin January 2021.
On-site, Monday - Friday with some remote flex time on Tuesday/Thursday; some weekend and evening commitments throughout the year.
ORGANIZATIONAL OVERVIEW:
With Love is a local nonprofit established in 2013 to support foster families as they change the lives of children ages 0-6, by providing resources that nurture dignity, hope and community.
Our goal is to provide safe, clean and quality clothing, gear, books, diapers, and toys to help ease the transition and support children and their foster parents who many times, find out they are receiving a child mere hours before bringing them home. We are a small staff, supported primarily by a large team of volunteers. Together, we care deeply about making With Love a place where everyone feels seen, cherished, valued, and needed.
With Love is proud to be an Equal Opportunity Employer. We are committed to building a team that represents a variety of backgrounds, perspectives and skills. The more inclusive we are, the better our services will be. With Love does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, veteran status, disability status or other applicable characteristics protected by law. Employment is decided on the basis of qualifications, merit and organization need.
POSITION SUMMARY:
Our small, committed team cares deeply about supporting Portland’s most vulnerable children. We are looking to add another dynamic team member as our PROGRAM SUPERVISOR to coordinate our operations with efficiency and sustainability as we grow to serve an increasing number of foster families.
THE IDEAL CANDIDATE FOR THIS ROLE IS A HIGHLY MOTIVATED, SELF-STARTER WITH A SOLUTIONS-FOCUSED MINDSET COMMITTED TO PROJECT COMPLETION. EXCEPTIONAL CUSTOMER SERVICE SKILLS, EXPERIENCE SUPERVISING, MENTORING, DELEGATING AND COORDINATING WITH VOLUNTEERS ARE ATTRIBUTES NEEDED TO EXCEL IN THIS FAST-PACED ENVIRONMENT.
This position is responsible for an array of operational and warehouse based roles essential to the day-to-day function of With Love. Responsibilities include managing the storage of tangible goods within the warehouse space while also directing their effective distribution to foster families, supervising and onboarding a dedicated team of volunteers and Operational team members, coordinating with families requesting services and supporting staff--especially during seasonal events.
This position reports to the Director of Operations. The PROGRAM SUPERVISOR leads the Program & Operations Support team members in day-to-day projects, typically on-site at the Tigard facility. Occasionally, this team member will support initiatives directly led by other staff members. Projects and tasks in this role are expected to vary by season and need.
DUTIES & RESPONSIBILITIES
PROGRAMS AND WAREHOUSE
Initiate, coordinate and implement optimal warehouse operational policies and procedures to ensure that warehouse space is safe and functional
Uphold clean and safe condition of warehouse by planning and implementing new design layouts based on donation volume; inspecting equipment and structures and making requests for replacement or upgrade as needed
Maintain warehouse supplies and programs inventory ensuring adequate levels for volunteers to complete jobs and serve the growing number of diverse families; research and procure items to serve families of varying needs and ethnicities
Establish annual goals, objectives and key responsibilities and develop a plan to support continuing community growth and new initiatives
Prepare and maintain comprehensive and accurate records, documentation, reports, and communications
Take an active role in staff development by training, mentoring, motivating and evaluating staff on small Operations team; promote a culturally and ethnically diverse team supporting With Love’s core values of intention, dignity and empowerment
VOLUNTEER COORDINATION & SUPERVISION
Grow and empower the With Love volunteer team by engaging in the following functions:
Encourage & maintain the positive, upbeat atmosphere for new and returning volunteers
Maintain smooth operation of the warehouse by creating schedules, providing coaching, training and recruiting
Ensure volunteers are supported in their roles, especially warehouse specific roles, including regular inventory counts for reporting and data tracking purposes
Recommend and implement engagement tactics to increase retention and growth of volunteer force and donor base
Develop and administer volunteer policies and procedures, create resources and best practices documentation for distribution
Collaborate to create engaging update meetings and appreciation events to support and encourage exceptional volunteer base
Create engaging monthly volunteer newsletters and updates; contribute to social media posts announcing opportunities and celebrating contributions
DIRECT SUPPORT OF FAMILIES THROUGH WEBSITE REQUESTS
Work alongside the Support Coordinator to:
Maintain clear lines of communication with the volunteer processing and delivery team to ensure efficient delivery of items to families
As families request services, often in times of deep need and high stress, uphold a high level of responsiveness and approachability with appropriate responses while adhering to policy
Work with staff and volunteers to resolve any technical or usability issues and further optimize the request and fulfillment process
Assess and relay feedback to further refine the experience of families requesting services
OTHER
Support program activities such as foster family retention events, Season of Giving activities, collaborations with foster partner organizations and the Annual Benefit Event
Support initiatives led by other department members and cross-train as needed
Other functions and duties as assigned
MUST HAVES
Minimum 2 years direct supervisory experience, preferably with volunteer teams or support services
College degree or in-lieu of degree, two additional years of relevant experience
Ability to meet the physical demand of regular and repeated lifting of 50 lbs or more
Flexible availability for occasional evening, weekend, or early morning trainings, events and deliveries
Possess a valid Oregon driver’s license with a clean DMV record and the ability to pass a criminal background check
Proven ability to work in a lean, growth environment that requires urgency and positivity with volunteers, donors and community members
Well-developed organizational skills, including the ability to create, communicate, and execute quarterly and longer-term plans
Aptitude for problem-solving, multitasking, delegation and reprioritizing complex demands to meet the operational needs and growth
Ability to bring in, empower, and encourage staff and volunteers in their vital roles and engage the talents of individuals from varied backgrounds
Experience following budgets and managing inventory
Experience working with spreadsheets and document software; Google Suite & Microsoft Office
Polished, professional demeanor and ability to connect with a wide range of volunteers and donors
Creativity, flexibility, and initiative with a persevering attitude
Demonstrate commitment to high professional ethical standards and a diverse workplace
DESIRED EXPERIENCE | KNOWLEDGE | ABILITIES
Experience managing, mentoring and empowering a large number of volunteers
2+ years of experience in an Operations specific role
Previous experience working in non-profit
Experience working as part of an essential team member in a small, complex team
Experience with the Salesforce platform a plus
Able to read, write, speak, hear and understand verbal and written Spanish preferred
WORKING ENVIRONMENT
Work is performed both indoors and outdoors, rain or shine
General schedule is Monday-Friday, 8 am – 5 pm
Flexibility for evenings, weekends and early mornings is needed for trainings, special events and deliveries/pick-ups
PHYSICAL REQUIREMENTS
Ability to be on your feet for long periods of time; extensive periods of standing and walking
Ability to repeatedly lift and carry objects of 50+ lbs., bend, stoop, kneel, crouch, push and other moderate - strenuous activities
SALARY
$38,000 - $41,0000 annually
BENEFITS
2 weeks paid vacation
3 paid holidays
Teladoc at no employee cost.
$10k life insurance policy at no employee cost
Flexible Spending Accounts - Dependent Care, Commuter/Transit, and Medical FSA options.
Voluntary benefits: Accidental Injury, Critical Illness, Hospital Indemnity, and Supplemental Life Insurance options.
HOW TO APPLY
Please submit a resume and cover letter through With Love’s online portal by December 16. https://www.withloveoregon.org/jobs-and-internships.
Professional references will be requested for final candidates. The applications are reviewed on a rolling basis and accepted until the position is filled.