Job Title: Operations Assistant

Reporting To: LilyPads Housing Board of Directors

 

If you are interested in making a difference by helping others, come join us for a job with purpose! Since 2017, LilyPads Housing ( www.lilypadshousing.org ) has provided free short-term housing in volunteer host homes and donated apartments for families traveling to UVA Children’s Hospital for medical care. LilyPads Housing is hiring a part-time Operations Assistant for the next six months, with the potential for extension. The Operations assistant is a key role at the heart of our mission and in the day-to-day operations of LilyPads Housing. The Operations Assistant is responsible for our guest/host housing services, including processing applications, host/guest matching and guest placement, communicating with the hospital, hosts, and guests as needed, and data input and tracking, management of the Customer Relations Management System, managing correspondence, organizing files, and other administrative tasks as assigned. The position is ideal for someone who needs a flexible part-time job, enjoys working closely with clients, and has excellent customer service, organizational, administrative, and communication skills as well as empathy and compassion. This position has the potential to be grown into a full-time position by the right candidate.

 

Job Type:

Part-time

 

Duration:

Six months, with possible extension

 

Schedule: 

• 10 hours/week

• Occasional night and weekend hours may be required for the occasional after-hours support or emergency intake. 

 

Location: 

Remote, but the candidate needs to be within 25 miles of Charlottesville, Virginia. 

 

Responsibilities include:

• Providing quality client service to prospective guest families traveling to Charlottesville

• Processing guest applications, including conducting background checks and calling professional references

• Providing information about the LilyPads Housing program by fielding inquiries and responding appropriately

• Matching and placing guests with the appropriate host family/lodging option, or if necessary, making referrals to other housing options

• Clearly and consistency communicating LilyPad Housing’s policies

• Maintaining a strong relationship and good communication with UVA Hospital social workers, patient navigators and liaisons.

• Collaborating with the Board to recruit additional potential host families within the Charlottesville community.

• Attending the quarterly UVA Housing Collaborative meetings

• Providing accurate data entry and tracking in the Customer Relations Management System

• Regularly communicating with guests and hosts during a stay to check-in and to resolve any potential issues.

• Communicating with guests and hosts after a stay is complete to collect feedback on both of their experiences.

• Reaching out to past guests to ask them to “share their story” on our social media platforms

• Responding to phone messages and correspondence

• Checking the post office box regularly

• Regularly updating the board on organizational activities 

 

Required Qualifications: 

• Associate’s degree or equivalent work experience

• 5+ years professional experience 

• Comfortable working with families experiencing emotional and financial stress

• Excellent interpersonal and listening skills; expert at customer relations

• Stellar organizational skills and meticulous attention to detail. 

• Ability to work under pressure and meet deadlines. 

• Outstanding verbal and written communication skills in multiple environments and with a range of audiences (internal and external)

• Proficient in MS Office applications, including Word and Excel. 

• Proficient in Google Suite, including Drive, Gmail, Voice, and Google Calendar

• Ability to learn and effectively utilize Customer Relations Management Systems

• Ability to learn and utilize various databases/software systems

• Ability to work independently and as part of a team. 

 

Additional Preferred Qualifications: 

• Interest in advancing the organization’s strategic plan

• Demonstrated experience with non-profit organizational management 

• Demonstrated experience with donor and/or volunteer recruitment and management

• Demonstrated experience with fundraising and/or grant-writing

• Demonstrated experience setting and managing budgets

• Experience with community development, networking, communications, and human resource management 

• A strong capacity to lead, organize, and motivate others

 

Compensation: 

$20-$25 per hour, dependent on experience. 
 

Vaccination Requirement: 

LilyPads Housing requires all employees to be fully vaccinated against COVID-19 or have an approved medical or religious exemption as a qualification of employment. Proof of vaccination or accommodation request must be provided within one day of employment.

 

EEO Statement:

LilyPads Housing is an equal opportunity employer, committed to inclusive hiring and dedicated to diversity in our work and staff. We strongly encourage candidates of all identities, experiences, and communities to apply. All applicants must be dedicated to working in and sustaining an environment (physical or virtual) that enables staff and clients to feel empowered, valued, respected, and safe. In reviewing applications, we look for evidence that applicants have experience and/or thoughtfulness in working with traditionally marginalized populations. 

 

Deadline: 

We accept applications on a rolling basis and encourage candidates to apply as soon as possible. 

 

Please email cover letter and resume to jen@lilypadshousing.org and write ‘Operations Assistant’ in the subject line.