House Coordinator

Position Title: House CoordinatorFLSA Classification: Hourly, Nonexempt (Full-Time)Reports to: Executive DirectorDate Created/Revised: Created 4/2/2024, Version 1

Position SummaryThe House Coordinator plays an essential role in supporting the administrative functions of our organization, ensuring The Bird House’s daily activities and operations run smoothly. A successful House Coordinator is organized, able to multitask, and self-motivated to consistently improve the operations of the organization. The House Coordinator will provide exceptional customer service, welcoming and demonstrating an attitude of caring towards all internal and external customers (guests, families, referral agencies, donors, volunteers, caregivers, etc.) during their time at The Bird House.

To be considered for this opportunity, email your resume and cover letter to careers@thebirdhousejc.org by Friday, May 3, 2024. This full-time, hourly role will work on-site at the Bird House in Iowa City and pays between $18-$25 per hour, depending on experience, qualifications, and internal equity.

An effective House Coordinator will consistently demonstrate and exemplify the core valuesof The Bird House:Restoration: The coordination of your loved one’s care releases you to reclaim your original role in their life.Home: You are family here…not just a visitor.Agency: Our guests and their loved ones have an important role and a voice in their care decisions.Amenity: We will do whatever we can to accommodate and honor end of life wishes, comforts, and desires.Joy: We honor and celebrate the space of the present moment to reminisce, tell stories, and experience the happy memories that precede the sorrow of death.

ResponsibilitiesResponsible for assessing new referrals and facilitating new guests coming to The Bird House, following up with interested guests and families, and maintaining the waiting list.Works with referral hospitals, hospice agencies, nursing homes, assisted living programs and community-based programs to educate the referral sources about The Bird House services.Works with the contracted caregiving company to coordinate and communicate new admission schedule.Responsible for The Bird House admission paperwork and gathering nonmedical background information and assessing guest and their family’s room and board as well as hospitality needs.Responsible for coordination and oversight of volunteers at The Bird House.Provides guidance and attentive support to guests, as well as their families and friends, fostering solace during the end-of-life journey and in times of mourning.Facilitates the details of billing invoices for guest stays and delivers payments to the bookkeeper. Assists with private insurance as needed.Collaborates with the Executive Director on volunteer and project needs.Assists Executive Director in behind-the-scenes donation processes, including tracking donations, assisting with data entry, and overseeing thank you process. Maintains donor database.Creates, and implements follow-up process with families/loved ones regarding their satisfaction with The Bird House.Works directly with Building and Grounds Committee to ensure The Bird House property and house are maintained with utmost care.Monitors the fixed costs of running the home monthly and meets budget limitations.Works with state regulations and reports and with house insurance questions and reports.Ensures the home is clean and sanitary. Coordinates and evaluates the house for safety and cleanliness. Hires cleaners as needed within the Board Budget limits, while partnering with volunteers and caregivers to assist with cleaning and house duties.Manages the kitchen, ordering of food, and ensures food is prepared by utilizing a variety of sources.Coordinates with caregiving company and monitors needs for supplies in the house as well as office supplies.Manages the mail and delivers needed invoices, donations, and paperwork to bookkeeping.Assists with maintaining house policies and suggesting new ones, as needed.Organizes and maintains records and files of former guests.Occasionally may be asked to represent the Bird House at various community events, organizations, and service clubs.Ensures confidentiality of guest information.

QualificationsHigh school diploma.Minimum 1 year of experience in administrative support roles, preferably in a nonprofit or community-based organization. Prior healthcare experience is a plus.Excellent organizational and time management skills, with the ability to manage multiple priorities and deadlines.Strong communication skills, both verbal and written.Proficiency in Microsoft Office Suite and other common office software, including Google Drive.Ability to work effectively both independently and as part of a team.Commitment to the mission and values of The Bird House.

Leadership ResponsibilitiesThis position is a valued individual contributor at The Bird House and has no direct reports. The House Coordinator is a highly visible role at The Bird House and is expected to model leadership behaviors not limited to, but including partnership, strong communication, the ability to remain calm and composed under pressure, and empathy towards guests, visitors, and coworkers alike.

Physical RequirementsWhile most of the duties are performed in an office setting, there are certain physical requirements necessary to fulfill the responsibilities of the role effectively. The following outlines the physical requirements for this position:

Sitting: The House Coordinator will spend a moderate amount of time seated at a desk, performing tasks such as administrative work, data entry, and computer-related activities.Standing and Walking: Will often be required to stand and walk (including stairs), including moving between areas in the home and attending meetings.Lifting and Carrying: The House Coordinator may need to lift and carry office supplies, equipment, or packages weighing up to 20 pounds. This could include lifting boxes of paper, delivering mail or packages, or assisting with office moves.Reaching and Stretching: Tasks may involve reaching for items on shelves, filing cabinets, or desks. The House Coordinator should be able to reach overhead and bend or stretch to retrieve items as needed.Keyboarding and Fine Motor Skills: Proficiency in keyboarding and fine motor skills are essential for tasks such as typing, writing, using office equipment, and handling small objects or documents.Vision and Hearing: The House Coordinator must have sufficient vision and hearing abilities to perform tasks such as reading documents, using computer screens, and communicating with colleagues and visitors.Communication: Effective verbal and written communication skills are required to interact with colleagues, clients, guests, and visitors in person, over the phone, and via email.Mobility: The House Coordinator should have the ability to move freely around the office environment to perform various duties and responsibilities.

It is important to note that reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of the job. If an employee requires accommodation due to a disability, they should contact the Executive Director to discuss their needs.

Travel RequiredOccasional Travel: With this option, the job may require occasional travel, typically for training, meetings, conferences, or client visits. Travel is infrequent and may occur once every few months or as needed.

Other dutiesPlease note, this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Equal Employment Opportunity (EEO) StatementThe Birdhouse is an equal opportunity employer and is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, or veteran status. In accordance with applicable federal, state, and local laws, The Birdhouse prohibits discrimination in all aspects of employment, including hiring, promotion, demotion, transfer, recruitment, termination, compensation, benefits, training, and all other terms and conditions of employment. We strive to create an inclusive and supportive work environment where all individuals are valued and respected for their unique perspectives and contributions. Diversity, equity, and inclusion are core values of our organization, and we are committed to fostering a diverse workforce that reflects the communities we serve.