Reports to: Vice President for Development
Team: Funds Development and Marketing Department
Location: Elkhart, IN
Starting salary: $30,000 to $32,000 based on working 37.5 hours per week
Status: Non-Exempt, Non-Bargaining Unit
Deadline: November 30, 2013
Reports to: Vice President for Development
Send Resume to:
Church World Service
Office of Human Resources – KWL
P.O. Box 968
Elkhart, IN 46515
fax to 574-266-0087
e-mail to email@example.com
The incumbent is responsible for managing support aspects of the Elkhart Funds Development and Marketing (FDM) Program business operations and administrative services. Serves as primary liaison with the CWS Service Center. Responsible for a variety of high-level administrative functions requiring extensive knowledge of administrative procedures and practices . Also requires highly developed writing and communications skills. This position may require some travel.
- Provides support functions within FDM business operations and administrative services.
- Serves as a resource and provides training to other FDM support staff as requested.
- Provides editorial support to the Marketing and Communications department for various print and online resources including regional e-newsletters.
- Provides support to the Associate for Congregational Programs
- Coordinates logistics for CWS presence at various denominational/ecumenical conferences
- Acts as liaison to FDM regional offices for various projects including Thrivent and Feinstein grants.
- Takes and transcribes confidential correspondence and prepares memorandums, reports, and other documents.
- Attends meetings, takes and transcribes minutes of meetings. Follows up on actions taken, or to be taken following the meeting. Maintains all materials related to meetings. Maintains master calendar of all program activities and status.
- Sets up, organizes and maintains administrative and correspondence files for the Vice President for Development and other senior staff.
- Maintains professional and up-to-date office standards, recommending quality improvements in processes and procedures.
- Makes travel arrangements for senior staff within the Resource Development Department. Negotiates with hotels and other providers to acquire low rates.
- Reviews all mail addressed to the V.P. for Development, answering correspondence not requiring the Vice President’s signature, or preparing draft replies for signature. Compiles information on subject correspondence for use in responding to other correspondence.
- Screens telephone calls and maintains the Vice President’s calendar of appointments and travel schedule.
- Prepares materials relating to FDM and maintains files. Provides research assistance as needed.
- Provides other administrative support as need to the Director of Marketing and Communication and the Director of Donor Relations.
- Serves on committees as requested.
- Performs other related duties and projects as requested.
Associates degree or equivalent work experience, education and training.
Five or more years of progressively responsible work experience performing varied and complex administrative tasks in collaboration with management staff. Experience in establishing administrative procedures and systems. Experience in supervising support staff.
Communications: Able to communicate thoroughly and with self-confidence a broad range of information relating to program or department. Communicate detailed and/or technical information clearly, in writing and orally. Understand staff roles and procedures and prepare standard reports to track job progress or activities. Promote sharing of relevant information among staff and with stakeholders. Recognize the particular needs of partners and use established channels to respond to those needs. Understand and is able to use appropriate technology to communicate with others inside and outside CWS. Respect and maintain confidentiality of sensitive information within parameters defined by supervisor and/or CWS policy.
Constituent Relationships: Understand who stakeholders are and be response to their needs. Coordinate specific program activities with counterparts and include them in planning. Recognize and be sensitive to issues of concern to stakeholders. Recognize and be sensitive to cultural, ethnic and religious issues.
Job Knowledge: Know the history of CWS and its place among non-governmental organizations (faith-based, ecumenical, secular, relief and development). Communicates an understanding of the faith-based nature of CWS’s work to stakeholders. Know a broad range of information regarding specific program or department and use that knowledge to perform effectively and independently. Understand how to work multiculturally with sensitivity and integrity. Uses technology in varied, creative ways to support individual and program performance. Maintain the skills and knowledge needed to be effective in performing job responsibilities. Follow CWS policies and procedures in carrying out work activities. Understand general business practices that support individual and program performance.
Leadership: Accept accountability for assigned activities and adapt work style to perform independently or within a team. Model behaviors that are consonant with the mission and values of CWS in work activities and relationships. Demonstrate sound judgment in performing all duties. Facilitate the use of skills and resources within CWS. Contribute ideas for implementing CWS’s vision and strategic plan.
Problem Solving: Identify problems in procedures that affect program work. Recommend changes in systems or procedures to address them, and then implement approved changes. Exercise creativity in resolving problems and trying new ways of doing things. Know how and when to apply technical solutions to problems. Share results of problem solving experiences with others. Remain flexible in responding to CWS priorities.
Program Planning and Management: Anticipate work flow and take proactive steps to balance work priorities. Understand the desired outcome of assigned work and how it supports CWS’s work. Gather, analyze and make use of information and resources necessary to produce work. Successfully balance multiple activities, in support of program or departmental goals. Manage contacts with internal and external stakeholders to ensure flow of information and coordination of efforts. Contribute ideas to effective implement program plans and activities. Keep others informed of work progress and any problems encountered. Take initiative and complete independent work projects. Understand organizational priorities and respect time sensitivity of work performance. Assist others to complete priority work, or step in to handle work in their absence.
Resource Building and Stewardship: Recognize resource building potential in all interactions and be responsive and professional in providing information. Promote CWS’s mission, programs and services with donors and stakeholders to assure continued support. Use financial and material resources provided by CWS to their best advantage, including business equipment and supplies. Demonstrate concern for natural resources in carrying out work activities. Make the most of own time and resources to maximize stewardship to CWS. Demonstrate respect for one another in relationships with staff, supervisors and managers. Prepare reports on program activities and status relative to budget and finances.
Teamwork: Understand what a team is and what it does. Demonstrate a willingness to work on a team. Understand own role on the team and how it fits in to the overall results to be produced. Contribute skills, knowledge and ideas to team discussion and work. Accept accountability for assignments made within the team and for producing results on time. Participate in identifying and establishing work needs and time lines for completion. Network with other teams to discuss activities. Demonstrate awareness of what other teams do and how their work affects own team. Recognize and respect the importance of work performed by colleagues. Understand organizational priorities and is willing to set aside own tasks to assist others to complete high priority tasks. Prepare reports about team activities and progress in achieving results.
General computer literacy in database, spreadsheet and word processing applications. Ability to use standard office equipment in performing varied activities. Excellent verbal and written communication skills as well as experience in editing.