Jefferson City: Coordinator

Position Type: Part-Time (20-25 hours/week)

Hourly: $17/hr
Reports To: Jefferson City Director, Secondary Supervisor Operations Director

The Jefferson City Coordinator provides administrative, operational, volunteer, donor, and office support to ensure the efficient day-to-day functioning of HALO's Jefferson City programs. This position partners closely with the Jefferson City Director and Operations team to strengthen community engagement, steward donor and volunteer relationships, support program operations, and help create an environment where youth can heal, grow, and thrive.

By managing day-to-day operational and administrative responsibilities, the Coordinator enables the Jefferson City Director to focus on strategic leadership, fundraising, community partnerships, program development, and staff leadership. This role also helps strengthen organizational consistency by supporting streamlined operational processes and administrative standards across all HALO locations.

Administrative & Office Operations

• Serve as the primary front office contact for HALO Jefferson City operations.
• Answer phones, return voicemails, greet visitors, and direct inquiries appropriately.
• Coordinate and send thank-you acknowledgments for all donations received at the Jefferson City location, including in-kind donations.
• Manage office filing systems and maintain organized electronic and physical records.
• Collect, sort, and distribute incoming mail.
• Monitor and order office supplies and operational materials.
• Maintain organized Google Drive folders and shared documents.
• Assist with data entry and administrative projects as assigned.
• Organize credit card receipts and expense documentation to support accurate and timely monthly expense entry by the Jefferson City Director.
• Assist with facility readiness for tours, donors, volunteers, and community visitors, including preparing any materials for community presentations and tours.
• Coordinate facility, vehicle, and IT maintenance requests and operational needs.
• Assist with HALO Dashboard monthly data entry.

Donor Relations Support

• Support donor acknowledgment processes, including thank-you letters, emails, and phone calls.

Volunteer & Intern Coordination

• Manage volunteer onboarding and engagement through Better Impact.
• Schedule volunteers and lead volunteer appreciation efforts.
• Support recruitment and coordination of interns.

Event Support

• Lead the Jefferson City Silent Auction, coordinating pickups, packing items, and creating item descriptions for Qtego software upload.
• Assist with day-of event logistics for the Art Auction and all monthly Member events.
• Coordinate day-of volunteer support and follow-up communications.
• Lead follow-up post Art Auction.
• Support third-party fundraising events, as needed.

Human Resources & Staff Support

• Support staff and intern onboarding logistics and documentation by partnering with the People & Culture Coordinator. Examples of specific onboarding tasks would include preparing for day of Orientations onsite, setting up keycard access, preparing a new workspace with a welcome sign, card and gift, giving a tour of the location and introducing to all team members.
• Support Paycom record management and staff compliance tracking by partnering with the People & Culture Coordinator, as needed.
• Assist with state licensing documentation preparation and deadlines as requested.
• Partner with the People & Culture Coordinator on culture-building initiatives for Jefferson City and Kansas City locations.

Program Operations Support

• Manage and maintain meal opportunities through MealTrain.
• Manage and maintain the Amazon Registry to ensure it reflects current organizational needs.
• Support quarterly youth survey administration by sending program staff reminders about the survey timeline.
• Organize in-kind donations as they come in, keeping an accurate inventory of HALO pantry items, Membership swag and rewards, and materials needed to facilitate programs.
• In emergency situations or as-needed basis, provide staff ratio coverage when on shift, to allow Youth Advocates to focus on youth needs outside of the building.