Job Opportunity with Metro DC PFLAG
OPERATIONS Manager – Part time, non-exempt.
Metro DC PFLAG seeks a part-time staff person to manage the day-to-day functions of the organization’s office operations and provide support to Metro DC PFLAG community groups throughout the region.
Metro DC PFLAG promotes the health and wellbeing of gay, lesbian, bisexual and transgender persons, their families and friends through: support, to cope with an adverse society; education, to enlighten an ill-informed public; and advocacy, to end discrimination and to secure equal civil rights. Metro DC PFLAG provides opportunity for dialogue about sexual orientation and gender identity, and acts to create a society that is healthy and respectful of human diversity.
PFLAG is a national non-profit organization with over 200,000 members and supporters and over 400 affiliates in the United States. This vast grassroots network is cultivated, resourced and serviced by the PFLAG National office, located in Washington, D.C., the national Board of Directors and 13 Regional Directors. The Metro DC PFLAG Operations Coordinator will be responsible for Metro DC PFLAG activities with limited involvement with the National PFLAG office.
Supervision: The incumbent will report directly to the Metro DC PFLAG Board of Directors.
Scope: The position is a 30 hour per week position, $20.00 dollars per hour with no benefits.
- Act as office manager by supporting logistical operations and managing technology, supplies, telecommunications, and other tools and services that support volunteers, board members and donors.
- Track and follow-up with volunteers, Speaker’s Bureau presenters, and support group requests for information and supply requests; log, file, and maintain updated databases for volunteers, donors, and community groups; and perform mail merge tasks.
- Collect and maintain organizational statistics and prepare monthly reports.
- Coordinate with the Board President, Co President and Treasurer in processing and paying the monthly bills.
- Responsible for submitting agenda, reports (financial and other) and meeting notices to the Board in a timely manner and attending monthly board meetings.
- Purchase office supplies as directed and within budget guidelines.
- Recruit and supervise interns and volunteers who assist in the office.
- Compile and produce the Annual Membership Report and National PFLAG annual chapter renewal.
- Manage donation processing.
- Assist the Board Treasurer with generation of timely budget and fiscal reports.
- Maintain current development database (address changes, new records, etc.)
- Maintain copies of documentation necessary for outside accounting firm and tax forms.
- Produce responses to time sensitive requests within a 24-hour time period.
- Conduct banking for the organization as needed, usually once a week, including online PayPal deposits.
- Manage gift acknowledgements, pledge reminders and processing within one week of notice.
- Generate monthly development and accounting reports in coordination with Board Fundraising Chair and Treasurer.
- Support Board Fundraising Chair with grant proposal writing and submission, bi-annual mail appeals, online campaigns, and others opportunities
- Recruit, coordinate and manage special event volunteers with assistance from the Board.
- Follow up on events and maintain current records for events.
- Send thank you letters to donors and maintain communication with engagement opportunities.
Marketing / Communications
- Assist in oversight of website and electronic communications..
- Update/maintain and create Constant Contact emails, group lists, Facebook page, Twitter, Instagram and blog accounts.
- Print brochures as needed for events, coordinate updates, and reprint brochures and flyers.
- Provides Community Support Group leaders with needed resources including volunteer binders.
- Assist with special projects assigned by members of the Board.
- Coordinate and post mailed correspondence.
- Ensure all communication systems are streamlined and up to date.
- Create and update new resources for community outreach using Adobe Creative Cloud software.
- Create opportunities for volunteers and Board of Directors to engage in check-ins, trainings, volunteer opportunities, etc.
- Coordinate Pride tabling events at Capital Pride, Capital Trans Pride, Youth Pride, Black Pride, Latino Pride, Northern VA Pride, and local High School Pride events..
- Attend LGBT events at local nonprofits, businesses, schools, and government agencies. Engage them in providing Metro DC PFLAG resources and trainings.
- Establish relationships with volunteers to create and maintain successful community groups, and support their programming for events and meetings.
- Visit community groups in order to better understand their needs and provide necessary support.
- Will perform other duties as assigned by the Board of Directors.
Knowledge, Skills & Abilities:
- Ability to manage multiple projects; able to determine project urgency in a meaningful and practical way; organizes and schedules tasks effectively and efficiently.
- Perform such tasks as collecting information, assembling information, composing correspondence, and managing the clerical and administrative issues related to Metro DC PFLAG.
- Ability to conduct research as necessary to prepare correspondence, analysis, studies, and reports on a variety of subjects in support of Metro DC PFLAG’s mission.
- Manages projects that are time-sensitive and of importance to the Board of Directors and volunteers, provides status updates regularly, and delivers quality work products.
Responsiveness to Requests for Service
- Ability to respond to requests for service in a timely and thorough manner.
- Ensures community, volunteer and Board satisfaction by prioritizing tasks, including timely follow-ups and resolutions to requests.
- Anticipates the needs of the Board of Directors and independently sets in motion actions necessary to meet these needs. Distributes information and materials to the entire organization on behalf of the Board of Directors.
Attention to Detail
- Prioritizes time sensitive tasks.
- Follows detailed procedures and ensures accuracy in documentation and data management.
- Organizes and maintains current system of records.
- Ability to plan, organize, coordinate, and schedule work in situations where numerous and diverse demands and stakeholders are involved.
- Performs a wide variety of tasks and changes focus quickly as demands change.
- Manages transitions from task to task effectively.
- Ability to anticipates problems and recognize how a problem and its solution will affect the organization.
- Adapts well to changing priorities, deadlines and directions.
- Works to eliminate processes which do not add value.
- Willing to take action, even under pressure, criticism or tight deadlines.
- Notifies Board Chair and Co-Chair of any potential problems in a timely manner.
- Writes and speaks effectively, using approaches that are appropriate to each situation,
- Demonstrates openness, honesty, consideration for others, and tactfulness.
- Actively listens during meetings and provides feedback.
- Exercises a professional approach with others using appropriate tools of communication.
- Communicates in a timely manner.
- Minimum of a bachelor’s degree and/or at least three years of experience in the field of office administration
- Demonstrated background working with the LGBTQ community.
- Solid computer experience, including use of the internet, social media, and coordination of databases.
- Spanish fluency preferred
- Working knowledge of Microsoft Office (Word, Excel, etc.), Adobe InDesign, Constant Contact, Content Management System, Quickbooks, fundraising software, Google Apps, Facebook and other social media outlets.
- Some website design experience preferred (WordPress, etc.)
- Knowledgeable with google drive: able to create forms, spreadsheets, documents, etc.
- Knows and/or willing to learn how to use Quickbooks, and/or knowledgeable about bookkeeping.
Physical Abilities commonly associated with the performance of the functions of this job. Reasonable accommodation can be made to enable individuals with disabilities to perform described essential functions of this job. These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of this job.
- The employee may frequently lift and/or move up to 25lbs. Specific vision abilities required by this job include close vision, distance vision, precise hand-eye coordination, and the ability to identify and distinguish colors. While performing the duties of this job, the employee is regularly required to sit, use repetitive wrist, hand, and/or finger movement, reach with hands and arms and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, and crawl.
Email resume and cover letter to:
Metro DC PFLAG
Email Subject Line: First & Last Name – Metro DC PFLAG Operations Coordinator Position
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