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Position Overview: Sonoma Countys Secret Santa Program is a partnership of Center for Volunteer & Nonprofit Leadership (CVNL), KZST Radio Station & Friedmans Home Improvement, along with thousands of local businesses, agencies, volunteers and donors who work together to provide gifts and holiday cheer to those less fortunate in our community.

Secret Santa has been bringing joy to people throughout Sonoma County for over 30 years, ensuring that children, teens, adults, and seniors who would not otherwise receive a holiday gift have reason to celebrate and experience the compassion and generosity of their community.

Secret Santa works with over 125 county agencies, schools, and community nonprofit organizations to fill over 38,576 wishes each year. Each wish ($25-$40 item) is placed on a Red Heart and these hearts are displayed throughout Sonoma County businesses for the public to adopt. Agencies also submit over 1,024 Letters to Santa. These letters include larger requests and are read on air at KZST, or published on the Secret Santa website to be adopted. With the help of our HUGE volunteer base, we strive to fulfill every single gift request received.

The Secret Santa Coordinator is responsible for overseeing all program operations and interfacing will other CVNL departments to support: business sponsorships and donor relations, agency and school participation, KZST & Friedmans Partnership, support for our gift distribution location Heart Central, marketing, and volunteer recruitment, engagement and recognition.

Responsibilities & Duties:

Program Management

• Manage the Secret Santa budget, ensuring the sponsorship and fundraising targets are met and expenses are in line with the approved budget.
• Provide leadership and management to Secret Santa Coordinator and all volunteers.
• Oversee the Secret Santa Steering Committee, facilitate meetings and agendas.
• Maintain working partnerships with other local gift-giving programs.
• Track and monitor progress against program goals including: hearts and letters filled.
• Oversee Secret Santa IT systems including database and website management, and devices.
• Engage and train nonprofit agency partners to collect gift wishes and distribute to the community.
• Oversee Heart Central including setup/breakdown, rentals, insurance, security, etc.
• Maintain all equipment, supplies procurement, and inventory of the Secret Santa storage unit.

Fundraising

• Oversee sponsor cultivation and relationships. Partner with the Marketing department to ensure sponsorship promotions are scheduled.
• Coordinate fundraising events with business sponsors as needed.
• Track and acknowledge all program donations with support from the Development Manager.
• Secure donated venue for Heart Central.
• Facilitate the Secret Santa Marathon fundraiser in partnership with KZST Radio Station.
• Ensure the proper recording of all donation in CVNLs database and with accounting.

Volunteer Management

• Lead the Secret Santa volunteer committee.
• Oversee recruitment and training of all volunteers in partnership with the Volunteer Services department.
• Track volunteer scheduling and hours.
• Oversee heart assembly in schools, businesses, teen parties and sponsor locations.
• Oversee volunteer recognition and appreciation event.

Requirements

• Proven knowledge of program management and procedures
• BS or BA in Business Administration or similar preferred
• 4 years administrative and/or programmatic experience preferred
• Knowledge of budgeting and reporting
• Highly motivated, detail and results oriented
• Outstanding verbal and written communication skills
• Bilingual in Spanish highly preferred
• Ability to work both independently with limited supervision
• Ability to work within team and take direction from multiple sources
• Strong customer service skills (phone, email, text, in-person)
• Minimum 3 years of Project Management experience and/or special event management.
• High level of customer service; professional demeanor; demonstrated ability to work with and cultivate relationships with a wide variety of people in our community.
• Excellent organizational skills, attention to detail and follow-through; ability to effectively manage concurrent projects in a fast paced environment.
• Prior non-profit and/or volunteer program experience highly desired.
• Must have integrity and ability to manage confidential information.
• Self-motivated; strong team player.
• Must be proficient in Microsoft Office including Excel and Access. Web design/development skills a plus.
• Event coordination experience preferred
• Supervisory experience preferred
• Proven ability to work effectively and respectfully with diverse groups of varying cultures, ethnicities, age groups, abilities, etc.
• Must have reliable transportation, a valid CA drivers license and proof of auto insurance.

Physical & Travel & Additional Requirements:

• This is a non-exempt, full time seasonal position from July to February.
• Ability to work occasional nights and weekends.
• Travel throughout Sonoma County.
• Ability to lift and/or move up to 25lbs.
• Ability to perform computer work.
• Reasonable accommodations can be made to enable individuals with differing abilities to perform the essential functions.

Benefits

• Vacation: 12 days in year 1, 15 days in year 2, 20 days in year 5.
• Sick: 12 Sick days per year
• Holidays: 12 days observed.
• Health Insurance with base plan 100% covered by employer.
• Vision and Dental Insurance.
• 403B Retirement Plans with 3.5% employer contribution after 12 months.
• Staff have regular opportunities to participate in professional development workshops and classes offered at CVNL

Compensation:
The budgeted starting hourly rate that CVNL reasonably expects to pay for this position is $24.79 to $26.79 per hour. This takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, external market comparisons for similar positions in similar geographic locations and size. Offers are determined based on final candidate qualifications and experience.

CVNL is an equal opportunity employer and makes employment decisions on the basis of qualifications. The Agency policy prohibits unlawful discrimination in any employment decision based on pregnancy, childbirth or related medical conditions, race, religious creed, color, national origin or ancestry, physical or mental disability, medical condition, marital status, age, sexual orientation or any other basis protected by federal, state or local law or ordinance or regulation.