Administrative Assistant, Crittenton Women's Union, Brighton, MA

Administrative Assistant

Posted on: July 23, 2013
Posted by: Crittenton Women's Union

GENERAL SUMMARY OF DUTIES

The Administrative Assistant for the Healthy Families Program is responsible for administering activities required to maintain and enhance program operations. Responsibilities include but are not limited to: administrative and program support, service coordination, and data and office management. The goal of this position is to ensure efficient operations in order to maintain program and organizational goals.

ESSENTIAL DUTIES OF THE POSITION

ADMINISTRATIVE SUPPORT: Provide administrative support to the Healthy Families team including special and routine projects, which include, but is not limited to: data collection, recordkeeping, data entry, photocopying, file organization and maintenance, processing of invoices, and other clerical work as needed. Assists with phone surveys, written participant satisfaction surveys, and participant focus group. Collects and aggregates data based on feedback from program participants. Reviews and updates immunization records for children in the HF program. Assists with putting together advocacy materials.

SERVICE COORDINATION: Serves as primary contact for referral sources and new referrals, including: Reaching out to new referrals by phone, mail, and email; Keeping a contact log; Maintaining communication with referral sources. Researches resources for participants' referral needs and ensures timely follow up with participants.

DATA MANAGEMENT: Manages and improves data collection systems and procedures to insure timely reporting for internal and external use; reviews data to identify issues and trends which affect program operations, service delivery and marketing; maintains departmental databases and other resources.

OFFICE MANAGEMENT: Organizes the Healthy Families office to insure optimal utilization of space and resources; Processes donations and purchases; Manages and monitors equipment maintenance and training to insure cost effective, quality operations and service delivery; Ensures that the office is always kept clean, orderly, and well-functioning.

MISCELLANEOUS: Performs other tasks as required to support and maximize the programs and services of the Crittenton Women's Union.

KNOWLEDGE, SKILLS & ABILITIES

1. Ability to work independently, being proactive in identifying problems and finding solutions.
2. Ability to communicate effectively, both orally and in writing with co-workers, participants, and CWU Partner organizations.
3. Strong organization skills.
4. Ability to understand and follow specific instructions or multi-step procedures, perform simple mathematical computations, and code or complete routine documents and forms. Attention to detail is a must.
5. Ability to create, compose, and edit simple written materials.
6. Word processing and data processing skills.
7. Ability to maintain confidentiality of records and information.
8. Records maintenance and filing skills.
9. Receptionist skills including a pleasant phone manner.
10. Skill in the use of basic office equipment.

EDUCATIONAL AND OTHER REQUIREMENTS

A High School Diploma required; Associates degree preferred; 1-3 years of administrative assistant experience preferred; ability to type at least 40 words per minute; good understanding of Microsoft Office suite; bilingual in English and Spanish a plus.

PHYSICAL DEMANDS/WORKING CONDITIONS

Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment. Requires normal range of hearing and eye sight to record, prepare and communicate appropriate reports. Work is performed in an office environment. Work may be stressful and fast paced at times.

HOW TO APPLY

Visit https://home.eease.adp.com/recruit/?id=1177281

Director of the Office of the President, Center for Reproductive Rights, New York, N

Director of the Office of the President

Posted on: June 26, 2013
Posted by: Center for Reproductive Rights

THE POSITION

The Center for Reproductive Rights (the "Center"), a global human rights organization founded in 1992 with expertise in constitutional and international law, seeks a Director of the Office of the President to be based in its New York City headquarters. This new position will play a central role in helping the President & CEO focus on strategic objectives and external relations as well as facilitate the smooth and effective day-to-day operation of the Office of the President. The Director will oversee Board affairs, and serve as the link between the senior management team and the President, coordinating teams across senior leadership, maintaining awareness of progress towards key priorities and overarching plans across the organization, and keeping the President well informed on a day-to-day basis. The ideal candidate will be both detail-oriented and highly strategic. S/he must be an exceptional project manager, who can build strong working relationships across the organization, as well as train and lead a newly formed team and structure for the Office of the President, which includes a Manager of Scheduling and Associate. S/he will thrive in a fast-paced environment, operating with a cool head, impeccable discretion, and sound judgment.

ORGANIZATION BACKGROUND

The Director will join the team of an innovative and cutting-edge organization committed to promoting the equality, reproductive health, and self-determination of women throughout the world. The Director will have the benefit of the Center's many strengths:

• · A dynamic CEO whose visionary leadership has expanded the organization's scope and tripled its budget in the last decade.
• · A compelling global human rights mission and cutting-edge legal and policy work that has a reputation for quality and excellence.
• · A growing organization that has consistently increased in budget and staff size, program impact, and global presence, with 4 new overseas offices in the last 2 years.
• · Established relationships with and the respect of NGO partners, officeholders, the private bar, opinion leaders, journalists, and academics.
• · An organizational philosophy that values, supports, and has a proven track record of best non-profit management practices.
• · An impressive and engaged Board, strong leadership team and a solid balance sheet.

The Director will be joining the Center at an exciting time for the institution and at a critical time. In 2012, the Center launched a new five-year strategic plan with bold new initiatives to go on the offense and change the discourse and policy landscape, while significantly expanding its capacity with new programing and ambitious fundraising goals.

The Center works across the globe on issues including access to life-saving obstetrics care, contraception, abortion services, and comprehensive sexuality information, as well as the prevention of forced sterilization, child marriage, and FGM. National-level courts, regional human rights courts, and United Nations bodies have increasingly recognized that a woman's right to reproductive autonomy and reproductive healthcare are basic human rights that must be protected. The Center has played a key role in these groundbreaking victories and has built the legal capacity of women's rights advocates in over 50 countries. The Center's groundbreaking litigation and advocacy has transformed how reproductive rights are understood by courts, governments, and human rights bodies, and its undivided focus on reproductive rights has given it unparalleled expertise in the use of constitutional, international and comparative human rights law to hold governments accountable for failing to ensure women's access to critical reproductive healthcare services.

The Center is a not-for-profit 501(c)(3) organization governed by a 20-person board of directors. The Center has a diverse staff of over 110 professionals from around the world. Headquartered in NYC, the Center has offices in Washington, D.C., Nairobi, Kenya, Bogotá, Colombia, Kathmandu, Nepal, and Geneva, Switzerland. Its annual budget is $18.6 million.

The Center is led by President & CEO Nancy Northup, who brings a rich mix of experience in public interest law, government service, and women's rights advocacy. Under her leadership, the Center has expanded its international work, including the launch of an international litigation campaign that has included the first abortion case decided by the U.N. Human Rights Committee and the first case to frame preventable maternal deaths as a human rights violation. She also led the integration of the human rights framework in the Center's U.S. work and the establishment of the Law School Initiative. Before joining the Center in 2003, Ms. Northup served as the founding director of the Democracy Program at the Brennan Center for Justice at NYU Law School; as a prosecutor and Deputy Chief of Appeals in the U.S. Attorney's office for the Southern District of New York; and as a law clerk on the U.S. Court of Appeals for the Fifth Circuit. She has taught constitutional law and human rights as an adjunct professor at NYU and Columbia. She graduated from Brown University and Columbia Law School, where she was a Kent Scholar and managing editor of the Columbia Law Review. A frequent public speaker, Ms. Northup is quoted widely in the national press and has appeared on ABC World News Tonight, CBS Evening News, NBC Nightly News, CNN, FOX News, PBS, MSNBC and NPR.

RESPONSIBILITIES

The Director's main responsibilities will include:

• Coordinate the schedule, planning, and operations of the Office of the President and its interactions with the management team and their departments, the Board of Directors, as well as other key external stakeholders to build relationships and communicate and execute organizational strategy and goals.
• Manage Board affairs, including Board meetings, committees, budget, orientation, annual planning, and ongoing communication.
• In consultation with the General Counsel, ensure compliance with Center bylaws and policies, and identify trends and issues related to board governance in order to follow best practices.
• Ensure an effective process is in place and implemented for the President's internal and external scheduling, including materials, briefings, follow-up, debriefings, and correspondence.
• Ensure that the President's calendar and agenda aligns with organizational and departmental strategy and goals.
• Create and manage Office of the President procedures and guidelines.
• Oversee ongoing management meetings, including setting of the time, the agenda, and the plan of next steps.
• Manage all-staff meetings and special meetings that include the President's attendance. Partner with other divisions for large scale meetings, conferences, events, and awards.
• Manage the Office of the President's administrative staff including Manager of Scheduling, Associate, and interns.
• Prepare and oversee the budget of the Office of the President.
• Undertake special projects as directed by the President.

QUALIFICATIONS

• Significant, high-level management experience, including at least ten years working in project management, preferably in a mission-driven organization.
• Ten years of experience in support of executive/senior managers faced with the challenge of prioritizing their time in a complex, fast-paced environment.
• Gravitas and consummate professionalism to represent the Office of the President internally and externally.
• The knowledge to determine which problems and challenges can be resolved independently and which are to be given the direct attention of the President & CEO.
• Outstanding organizational and administrative skills to effectively juggle and track multiple deadlines, projects, responsibilities, and commitments. Ability to focus on problem solving and system improvement.
• Excellent written and oral communication skills.
• Strong financial management skills appropriate to the oversight of a broad range of projects and event contracts.
• Zealous attention to detail, deadlines and commitments.
• Ability to handle confidential and sensitive matters with the greatest discretion.
• Unflappable when confronted by difficult situations and shifting priorities.
• Strong interpersonal skills to work effectively with senior managers and fellow staff to support objectives of the President's Office.
• A sense of urgency and commitment to excellence.
• Proficiency in MS Office applications.
• Bachelor's degree required; Master's degree preferred.
• Commitment to reproductive rights and human rights.

HOW TO APPLY

Please send a cover letter and resume to resumes@reprorights.org, and indicate "Director of the OOP, Last name and Code 190 in the subject line." The cover letter and resume should be sent as attachments.

The Center for Reproductive Rights is an equal opportunity employer, committed to inclusive hiring and dedicated to diversity in our work and staff. We strongly encourage candidates from all groups and communities to apply.

Program Director, GirlForward, Chicago, IL

Program Director

Posted on: May 14, 2013
Application deadline: June 2, 2013
Posted by: GirlForward

SUMMARY

The Program Director is a motivated, enthusiastic leader at our dynamic and growing organization. The Program Director is one of the top administrators at GirlForward, overseeing the coordination, administration and assessment of all aspects of ongoing and planned GirlForward programs. This staff member works closely with and reports directly to the Executive Director.

DUTIES & RESPONSIBILITIES

The Program Director performs a wide range of duties including some the following:

• Plan the delivery of programs and their activities in accordance with our mission and goals
• Develop new initiatives to support the strategic direction of the organization
• Assess and report on the strengths of programs and desired outcomes, and identify areas for improvement
• Collaborate with Executive Director on program grant proposals
• Ensure program activities operate within relevant policies, procedures, and professional standards
• Document program activities and oversee the collection and maintenance of records on program participants
• In consultation with the Executive Director, interview and select well-qualified staff/interns/volunteers, implementing human resources policies and procedures
• Engage and successfully manage program volunteers
• Ensure all program staff/interns/volunteers receive training in accordance with organizational standards
• Communicate with program participants and other stakeholders to gain community support for and solicit input to improve programs
• Generate written reports on programs for Executive Director and Board as needed
• Ensure that programs operate within the approved budget and that financial records (receipts, invoices, etc.) for programs are up-to-date
• Lead program evaluations in accordance with established guidelines, reporting evaluation findings to the Executive Director

QUALIFICATIONS

Bachelor's degree in a related field with 3-5 years of relevant experience that includes supervisory and administrative experience

• Proficient in MS Office Suite, Google applications (G-mail, Drive, Google Calendar)
• Demonstrated success in youth program management
• Demonstrated familiarity with: refugee resettlement, adolescent girls' programming and researching surrounding empowering girls, issues specific to English Language Learners, issues specific to the Chicago area
• Proficient in social media tools

The GirlForward Program Director is an effective communicator, multi-tasker, teacher and team player who is passionate about GirlForward's mission. In addition, the Program Director should demonstrate competence in building relationships, communicating effectively, creativity and innovation, leadership, organization, and problem-solving.

The Program Director will most often work in the GirlForward office, but will also complete job responsibilities in participants' homes, school environments, and other similar locations. This position will be required to work some evenings and weekends to manage program activities.

HOW TO APPLY

Please send a resume and cover letter to info@girlforward.org with "Program Director - Name" in the subject of the e-mail. Please include cover letter in e-mail body as well as in an attachment. Please do not e-mail to check the status of your application. Due to our small staff, we may not be able to respond to all inquiries.

Executive Coordinator & Board Liaison, Ms. Foundation for Women, Brooklyn, NY

Executive Coordinator and Board Liaison

Posted on: April 29, 2013
Posted by: Ms. Foundation for Women

DESCRIPTION

The Ms. Foundation for Women seeks a dynamic Executive Coordinator and Board Liaison who will serve as the "gatekeeper" of the President and CEO's Office and will manage schedules and communications with internal and external parties. In particular, s/he will be the point person for the Board of Directors and will facilitate effective and efficient communication between the Board of Directors, President and CEO, and Foundation staff. This position will report to the President and Chief Executive Officer (CEO).

KEY AREAS OF RESPONSIBILITY

President and CEO's Office Administration

• Manage the schedule of the President and CEO;
• Coordinate meetings via telephone, videoconference, and in-person;
• Prepare travel arrangements and itineraries for the President and CEO including hotel, flights, ground transportation;
• Keep the office of the President and CEO organized and operating effectively and efficiently through the development and maintenance of paper and electronic filing systems;
• Facilitate the tracking and signing of all documents executed by the President and CEO;
• Screen President and CEO's phone calls and determine and execute their proper handling;
• Assist in the creation of Power Point presentations, reports and other documents as needed;
• Assist in the coordination of regular Executive Team, Senior Management and cross-departmental team meetings; prepare agendas, notes and minutes as requested;
• Coordinate logistics for visitors to the office including: hotel, transportation, meeting space, meals, etc.;
• Prepare expense reports for the President and CEO and process payment of all President and CEO Office invoices;
• Coordinate with Development, Communication and Human Resources staff to maintain up-to-date partner contact information;
• Liaise with Executive Team, Senior Management and other staff to facilitate cross-departmental information sharing;
• Create monthly organization-wide metric reports in close coordination with the Executive Team, Directors of Human Resources and Information Technology, and Manager, Operations and Human Resources;
• Conduct and report findings on basic research, as required by the President and CEO.

Board Liaison

Board Engagement

• Coordinate logistics for all Board meetings;
• Work closely with the Executive Team and Senior Management to provide substantive organizational updates to the Board prior to each meeting;
• Coordinate with the Marketing & Communications and Development teams to arrange Board member participation in special events, such as dinners, networking events, and speaking opportunities; and
• Coordinate Board visits to the Ms. Foundation office.

Board Committees

• Coordinate with Committee chairs and Senior Management to schedule regular Committee meetings and distribute materials; and
• Attend Committee meetings and assist in the drafting of minutes, as needed.

Board Orientation

• Develop and maintain the Board Orientation manual; update orientation materials as necessary, and distribute to incoming Board members as they are selected; and
• Serve as the point person for new Board member orientation.

Communication

• Carry out the communications for several Board Meetings per year as well as all Board Committee Meetings.

Information Sharing

• Create monthly programmatic updates for the Board;
• Periodically send news articles and/or press releases that merit the Board's review; and
• Facilitate coordinated and streamlined communications between Board and staff.

Record Keeping

• Maintain all details related to the Board of Directors, including contact information, biographies, bylaws, meeting materials, and terms of service.

QUALIFICATIONS AND REQUIREMENTS

• Bachelor's degree in English, Communication, or Business Administration required.
• At least five years of high level/executive administrative support or other relevant experience.
• Demonstrated communication skills including excellent oral and written English language skills and ability to communicate ideas effectively.
• Demonstrated organizational skills, ability to organize and prioritize workload, track assignments and provide organizational support for high level executive.
• Ability to successfully execute multiple, simultaneous projects on tight timelines with quality results.
• Ability to work both independently and collaboratively.
• Advanced computer skills including Microsoft Excel, Word and PowerPoint.
• Ability to multitask and problem solve.
• Ability to interact effectively with a variety of people at different levels in a diverse and multi-cultural environment.
• Excellent interpersonal skills.
• Must possess a commitment to the mission and values of the Ms. Foundation for Women and an interest in social justice and women's issues.

HOW TO APPLY

Please submit a cover letter with salary requirements and your résumé to Human Resources at http://forwomen.org/content/5/en/

Please, no follow-up phone calls or faxes. We regret that it is not possible to communicate with candidates except those who most closely match our requirements. Thank you.

The Ms. Foundation for Women is an equal opportunity employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.