Program Assistant, International Women's Health Coalition, New York, NY

Program Assistant

Posted on: September 17, 2014
Posted by: International Women's Health Coalition

• Provide administrative and programmatic assistance to two programs: Strengthening International Partnerships (SIP) (60%) and Learning, Monitoring and Evaluation (LME) (40%).

DUTIES & RESPONSIBILITIES

Program Support

• Backstop SIP and LME staff to support and strengthen the programmatic efforts of our partner organizations working in sexual and reproductive health and rights (SRHR), as well as program learning through documentation and evaluation.
• Assist with the preparation of annual budgets and work plans for the SIP and LME programs.
• Assist in tracking grant-making activity and conducting administrative follow-up, including: monitoring expenditures and preparing grant payments and fund transfers; ensuring that the Finance Department has necessary information on grantees; helping to draft, edit and process grant justification memos and grant award letters; and ensuring that grant documentation is in order and that information is entered into the grant database.
• Monitor, collect and disseminate information (from technical publications to social media) on IWHC's countries of operation and thematic areas. Review and analyze briefs, policy documents, and other publications through the lens of sexual and reproductive rights and health of women and young people.
• Assist in the collection and compilation of partners' outcomes and indicators to prepare SIP's monitoring and evaluation tools and prepare reports for quarterly meetings.
• Assist in organizing special meetings or convenings, set up and implement necessary systems, manage logistics, take notes and provide other support.
• Conduct research for and assist with drafting IWHC publications, articles, speeches, factsheets, reports, and media work.
• Research professional journals and other publications and document opportunities and requirements for publishing articles by IWHC staff and partners.
• Help to coordinate internal program-wide monitoring and evaluation system, including updating tracking tools and organizing meetings.
• Track and disseminate opportunities for IWHC participation in conferences and events.
• Monitor partners' social media and liaise with Communications staff to promote partners' work and ensure the programmatic sections of the website are up-to-date and that new materials and reports are posted.
• Work with Development staff to provide information for donor proposals and reports.
• Assist visiting international colleagues with interpretation and translate written documents.

Administrative Support

• Handle routine telephone and email communications, including with colleagues overseas.
• Arrange travel and accommodations for staff and for relevant colleagues, including assistance in obtaining visas, outlining itineraries, sending advance materials, etc.
• Assist in maintaining the calendars of program staff and scheduling appointments and calls.
• Manage expense reports and payment requests and help to monitor program spending.
• Manage and maintain relevant portions of IWHC grantmaking database and accurate and organized file systems.
• General office administrative tasks, including, but not limited to, responding to incoming calls and requests from the general public, faxing, photocopying, filing, etc.
• Provide administrative backup to other program assistants as needed to cover vacations or big projects.

• Perform other duties as assigned.

QUALIFICATIONS

• Passion for IWHC's mission and a strong commitment to sexual and reproductive rights and health, human rights, and gender equality.
• B.A. and one to two years work experience required; budgeting and grants administration experience desirable. Monitoring and evaluation experience a plus.
• Excellent written, verbal, organizational and analytical skills.
• Fluent written and spoken English; high proficiency (written and spoken) in Spanish, Portuguese and/or French required.
• Excellent computer and administrative skills, including proficiency with Microsoft Office and internet research. Experience with MicroEdge GIFTS a plus.
• Excellent listening and communications skills, with sensitivity to cultural communication differences and the ability to communicate directly and effectively with others.
• Detail-orientated with the ability to meet deadlines, manage competing priorities, and work cooperatively, effectively and accurately under pressure.
• Comfortable reporting to two supervisors, communicating competing priorities and working with supervisors to develop a workflow that meets the needs of both programs.
• A high level of self-motivation and ease at taking initiative and working independently.
• Ability to show discretion and handle confidential issues.
• Exceptional interpersonal skills and team spirit.
• Pleasant, mature and diplomatic manner and disposition.
• Willingness to work long hours, including occasional weekends, as needed.

HOW TO APPLY

Send cover letter (including ref. #PA0914 and salary requirements) and resume to: Liisa Sweet-Korpivaara @ fax 212-979-9009, or via email (in MS Word) to:recruitment@iwhc.org

Director of Administration, New Orleans Workers' Center for Racial Justice, New Orleans, LA

Director of Administration

Posted on: August 28, 2013
Application deadline: September 16, 2013
Posted by: New Orleans Workers' Center for Racial Justice

POSITION SUMMARY

The Director of Administration is a key member of the organization's senior management team who provides critical direction and oversight of finances, grants management & fundraising planning, legal administration, human resources, and facilities management. The ideal candidate will be prepared and energized to lead the organization through an important phase of operational growth and performance. This individual must be both a strategic thinker and strong implementer, with the ability to communicate effectively and drive processes across the organization.


KEY RESPONSIBILITIES


Financial Management

• Direct the financial management of the organization. Prepare the organization and program budgets, and track income and expenditures against them. Prepare regular cash forecasts and other financial reports for the Board of Directors and the staff.
• Supervise all accounting and bookkeeping activities. Perform or oversee reconciliation of banking and other accounts and financial activities. Working with an external payroll provider, prepare the monthly payroll and oversee its entry into the accounting system.
• Working with external accountants and the Treasurer, prepare NOWCRJ's annual financial statements and IRS 990, and oversee the auditors' review. Manage and prepare all other necessary governmental filings and financial recordkeeping.

Organization Management

• Supervise all aspects of the organization's administration, working closely with the Executive Director and the Administrative Coordinator, in order to facilitate the smooth functioning and growth of the organization and its programs.
• Manage the human resource needs of the organization. Prepare contracts and agreements for staff and consultants. Ensure compliance with all federal, state, and local employment laws and regulations. Oversee management and recordkeeping for 1099 contractors.
• Oversee management of NOWCRJ's premises including the administrative offices. Maintain the relationship with the landlord; ensuring issues or needed repairs are addressed in a timely fashion. Supervise staff in the maintenance and care of the premises and equipment.
• Oversee the organization's IT resources, working with other staff and consultants as required.
• Support NOWCRJ's programs and campaigns as required.

Development

• Oversee fundraising activities carried out by staff, the Board, and the development committee. Supervise grantwriting consultants. Work with the staff and consultants to execute the annual appeal to individual donors, board-related fundraising; and donor cultivation and appreciation. Maintain the organization's funding plan in conjunction with budgeting and cash forecasting activities.
• Prepare and submit all funding-related reports and documentation to ensure compliance with grant requirements. Working with the Executive Director, establish or maintain relationships with existing and potential institutional funders and partners.

Legal Administration

• Work closely with the Legal/Policy Director to ensure efficient operations of the Legal Department.
• Oversee IOLTA fund accounting.
• Work with Legal/Policy Director to maintain compliance requirements and procedures according to licensing and operational guidelines.

Other Responsibilities

• Support the Executive Director's relationship with the Board of Directors. Provide any necessary day-to-day operational information to the board and solicit input from board members as needed for financial, programmatic, and fundraising management. Attend meetings of the board and its committees. Assist all members of the board and committees in setting timelines and strategies for meeting their goals.
• Represent the organization as needed at external events.
• Other duties may from time to time be necessary to support the successful operation of the organization.

QUALIFICATIONS

• Minimum of 4 years administrative management experience in the non-profit sector, with successively increasing responsibility including management of staff.
• Significant experience in financial management, including budgeting and cash forecasting, preparing or assisting in the preparation of financial statements and reports, and bookkeeping using QuickBooks. Familiarity with the principles of not-for-profit accounting.
• Experience in development, including individual and institutional fundraising, is strongly preferred.
• Strong organizational skills, in order to institute efficient and scalable processes and improve them over time.
• Strong leadership skills and the ability to inspire others to work together and improve their own work and the work of the organization.
• Strong computer skills, including QuickBooks, MS Excel and MS Word. Experience with databases or fundraising software strongly preferred.
• At least a 4-year college degree; specialization in progressive social movements or not-for-profit management preferred.
• Background in and strong commitment to social justice and winning systemic social change. Strong familiarity with organizations committed to social change, and a deep commitment to NOWCRJ's mission – building the power and participation of communities across color lines to win real improvements in peoples' lives and to build a movement for economic and racial justice.

Women, people of color and LGBTQ persons are strongly encouraged to apply.

HOW TO APPLY

Send cover letter, résumé and three references to:
Hiring Committee
Email only: careers@nowcrj.org
Please include Director of Administration in the subject line.
NO PHONE CALLS OR WALK-INS ACCEPTED.

President's Assistant, National Organization for Women, Washington, DC

President's Assistant

Posted on: August 28, 2013
Application deadline: September 5, 2013
Posted by: National Organization for Women

ABOUT THE POSITION

The President's Assistant is responsible for supporting the functions of the office of the President. This position requires excellent time management skills, attention to detail and the ability to communicate effectively across different mediums. The primary functions of this role are administrative, and require the maintenance and management of the President's schedule, making travel arrangements, handling all correspondence and processing expense reimbursements. As the representative of the office of the President, the President's Assistant must be committed to providing a positive experience for potential partners and external parties by being courteous and accommodating through in-person, phone and written communication.

RESPONSIBILITIES

Administrative (70%)

• Maintain the President's calendar by scheduling meetings, coordinating internal and external requests, and making travel arrangements
• Handle all of the President's phone and paper mail correspondence and expense reimbursement reports
• Make copies, scan and send, and file documents
• Assist with project management, including preparing materials for the financial audit and direct mail and fundraising vendors
• Coordinate Executive Committee communication

National Board (10%)

• Assist with forging positive relationships with board members
• Staff board meetings and assist with logistics, including travel information
• Take minutes during board meetings

Data Entry (20%)

• Assist Membership and Field departments with updating the internal database, processing receipts and requests from members

Other duties as assigned

QUALIFICATIONS

• 2-year Associate's Degree in business or nonprofit administration, or previous experience staffing an executive level manager
• Commitment to NOW's mission, purpose and values; knowledge of NOW's structure and involvement in feminist issues a real plus
• Demonstrated ability to meet tight deadlines, work under pressure, handle simultaneous assignments and work within a team setting

Location: National NOW Action Center, 1100 H Street NW, Suite 300, Washington, D.C. (one block from Metro Center). This is an in-house, full-time position in our Washington, D.C., office so please be local to D.C. or willing to relocate. People of color are strongly encouraged to apply.

HOW TO APPLY

Applications will not be considered without all requested information. Please e-mail resume, cover letter stating why you want to work for NOW, one-page writing sample and salary requirement to vpmember@now.org. Subject line should read: Application for President's Assistant – Your Full Name. No phone calls please.

Executive Director, Out Boulder, Lafayette, CO

Executive Director

Posted on: August 7, 2013
Application deadline: August 23, 2013
Posted by: Out Boulder

SUMMARY

The Executive Director is responsible for providing organizational leadership to achieve the mission and vision of Out Boulder, to include ensuring the long-term sustainability of Out Boulder. The Executive Director must work closely with the Out Boulder staff and the Board of Directors to achieve the goals of the organization. In addition to responsibilities for the operational, financial and programmatic health of Out Boulder, the Executive Director will play a primary and critical role in pursuing an ambitious fundraising agenda to strengthen and increase the organization's programs and capacity-building efforts.

OUR MISSION

The mission of Out Boulder is that Boulder County serves as a model of equality, respect, and wellbeing for LGBTQ (lesbian, gay, bisexual, transgender, queer/questioning) people. To achieve our vision, our mission is to foster safe environments for self-expression, gathering, support, and dialogue; advocate for social justice; collaborate with others who share our vision; celebrate the contributions of the many facets of our community; and educate the public about the experiences of LGBTQ people.

RESPONSIBILITIES

40 - 50% Development (primary role)

• Raise sufficient revenue to meet annual expenses with an eye toward increasing revenues for the organization.

• Develop and implement a comprehensive fundraising strategy that encompasses Special Events, major donor cultivation, corporate sponsorship, and grant writing.

• Create detailed, realistic annual budgets and monitor revenue and expenses throughout the year in partnership with the Treasurer, reporting to board on a quarterly basis.

20 - 25% Community Relations (primary role)

• Create and maintain strong community connections through strategic alliances and outreach within the community, including to other non-profits and local businesses.

• Serve as primary media contact for the organization and provide direction on messaging.

• Oversee organization's response to significant happenings of importance to the LGBTQ community.

15 - 20% Programs (oversight role)

• Ensure that all programs, including Community Events, maintain consistency with the vision and mission of Out Boulder

• Create and implement a 5-year strategic plan, in partnership with the board, monitoring the organization's short- and long-term goals and objectives.

• Support OB's programs by working closely with staff members and contractors to help develop and achieve program goals.

• Support the development of yearly planning with staff and board.

5 – 10% Communications / Marketing (oversight role)

• Work with staff to develop a cohesive marketing plan that includes consistent strategic messaging.

• Oversee Marketing Manager in the development and execution of external communications.

5 - 10% Human Resources (board and staff support and oversight) (primary role)

• Supervise staff—includes hiring, managing performance, conducting annual performance evaluations and salary reviews.

• Meet with staff on a regular basis to provide clear direction, review performance, and benchmark successes and opportunities.

• Support the operations and administration of the Board of Directors, to include: assisting in Board development; advising and informing Board members; attending board meetings; interfacing between Board and staff; and supporting Board's evaluation of the Executive Director.

• Oversee key volunteers, meeting with them regularly and providing direction, training, and evaluation.

QUALIFICATIONS

BA/BS (Masters preferred) or a minimum of four years equivalent. Computer proficiency required, includes Microsoft Office, GiftWorks, QuickBooks, and Google products. Bilingual Spanish skills a plus.

Out Boulder is an EOE. HIV+/LGBTIQBi-cultural affirmative. People of color strongly encouraged to apply.

A competitive compensation package will be offered to the successful candidate. Benefits include health, dental, vision, and vacation.

Position open until filled. Oct 1, 2013 desired start date.

HOW TO APPLY

Please send the following:

1. One page cover letter

2. Resume

3. Name, contact information and relationship of three professional references

Attn: Hiring Manager

PO Box 1018

Boulder, CO 80306

or e-mail to: hiring@outboulder.org

No Phone Calls or Drop-ins, please.