Administrative Assistant/Program Coordinator

January 27, 2015

DREAM ADAPTIVE RECREATION, INC.
PO Box 4084
Whitefish, MT  59937
406-862-1817
ccarlson@dreamadaptive.org

JOB DESCRIPTION

ADMINISTRATIVE ASSISTANT/PROGRAM COORDINATOR

Email resume and letter of intent to ccarlson@dreamadaptive.org by 2/10/2015

Responsibilities include data entry and management, scheduling of volunteers and participants, answering calls and inquiries, correspondence to include emails, thank you cards, donation receipts, assist with social media management, assist in recruiting and managing volunteers, assist the Executive Director with execution of programs and/or as needed, assist with and attend fund raising events, general office duties. The candidate will be proficient with computer skills and software programs to include Word, Excel, Publisher, Power Point and be willing to learn the GiftWorks database management program.  Knowledge of accounting basics and event coordination.  The candidate will be self motivated and highly organized, able to work under pressure in a chaotic environment.  Experience working with disabled individuals helpful but not required.

Job is 20 hours week year round.

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Forum on Board Governance – notes from January 8, 2015 Brown Bag

January 15, 2015

At our first Brown Bag of the New Year, we kicked off NpDP’s Year of the Board with an open forum about Boards of Directors in the Flathead, and issues faced by many in fulfilling their important roles. About 35 people attended, and there was lively, thoughtful discussion, with a lot of honest sharing and helpful ideas. Below are notes from the easel that summarized the group conversation. Thank you to all the participants for their engagement,

What’s Working with Boards of Directors?

  • Belief in what we do (the mission)
  • Time commitment
  • Support for executive directors as we talk through problems
  • Backing up the executive director/CEO
  • Diversity of skill sets and knowledge
  • Global perspective
  • Build support among their community networks
  • Oversight and taking ultimate responsibility

What Challenges do Boards face (What Needs Work?)

  • Ensuring diversity of all kinds (including background, profession, and opinion)
  • Communicating all expectations clearly as recruitment is happening
  • Getting lost in “Acronym Soup”, the internal, technical terms of a complex organization
  • Recruitment – Attracting people to the cause
  • Finding the right person, with skills we need, who fit with the culture
  • Knowing what to expect, and the role that Boards should play (now that there is a board, what do “I” do with them?)
  • Accountability between volunteers, and with staff
  • Leadership – casting the vision, getting people on board, and holding each other accountable
  • Unity about decisions, and getting to consensus
  • How do we evolve, when new staff is brought in, or when a founder moves on?
  • Busy people have less time to be involved
  • Defining roles, hierarchy, mentoring process, and the level of formality we want
  • Changing Board cultures, which are often unconscious; there is a spectrum of board control from authoritarian to hands off, and you want to be more in the middle for a healthy organization
  • There are not a lot of models for how to “do it differently”
  • Sometimes we try to apply experiences or models that don’t work in nonprofit settings
  • New members often don’t get the education about “how we do it around here”
  • Challenge is recognizing the world has changed, and then adapting to it
  • Integrating younger generations into leadership
  • We are leading human beings, and sometimes there can be “drama”

How are Boards stepping into their roles in Fund Development (fundraising)

  • Often, expectations are unclear about board members’ role in fundraising
  • Question often is: How do I get involved?
  • Skill deficit
  • No experience in making the “ask”
  • Funding fatigue – experienced people who do fundraising get tired
  • Some people don’t want to be approached for a gift
  • Fear of failing or “blowing it”
  • Board members don’t always give themselves
  • We struggle with cultural beliefs about money
  • We don’t often ask, “what is the return on investment” for any given fund development effort, like events, or mailers

Ideas for Addressing or Solving Challenges

  • Encourage all board members to give
  • Put policies in place that encourage the Board to manage the Board
  • Rotate leadership responsibilities to develop skills in others
  • Do a Board retreat
  • Have ongoing education at meetings about Board responsibilities and roles, maybe 15 minutes to share an article or watch a video
  • Intentionally recruit people to the Board with a conversation about expectations for governance and fund development before they are invited to join
  • Provide an orientation session “live” in person with a chance to talk about how the Board functions
  • Give provide documents about structure and policies electronically or on paper
  • Assign new members a Board Mentor or “Buddy”
  • Address Founders Syndrome with sensitivity and focused on the organization, not the person
  • Have a nominating committee that identifies and recommends new board members based on assessed needs of the organization; better yet, have a Board Development or Board Governance Committee that includes the nominating function, and also looks at education and support for Board members, evaluating the Board, and other functions of the Board managing the Board
  • Committees can have non-board members on them, which is a great way to engage new people and mutually assess their fit with the Board
  • Do a field trip to connect with the mission, or visit another organization
  • As chair, or executive director, have regular lunches with each board member (but be careful of manipulating the Board)
  • Give rooms for introverts to have input; they will not speak up in a large group
  • Stop saying (and thinking) “My Board” – unlike a business, it’s not “your” organization as leader, executive director, or founder; it’s “Our Board” or “the Organization’s Board”. Share the “ownership” and the responsibility for success!

Flathead Valley Outreach Coordinator

December 16, 2014

Job Title: Flathead Valley Outreach Coordinator
Supervisor: Amy Robinson, NW Montana Field Director
Classification: Part-time, ~10 hrs per week, $9-12 hr, contracted
Location: Whitefish, Montana

About the Montana Wilderness Association
Our mission is to work with communities to protect Montana’s Wilderness heritage, quiet beauty, and outdoor traditions now and for future generations. We envision a future where from the rugged mountains to the vast prairies Montana’s wild places are protected, connected, and restored because the citizens of our state value wilderness as essential to our heritage and way of life. Founded in 1958, the Montana Wilderness Association (MWA) is the nation’s oldest grassroots Wilderness advocacy organization.

Summary of Position
The Flathead Valley Outreach Coordinator will work to grow awareness and support for MWA and our public land protection programs in the Flathead Valley. The Intern will identify and lead public outreach opportunities, work with members and volunteers on programs and campaigns, represent MWA at public events, and perform administrative duties. The Outreach Coordinator will be energetic, positive, open-minded and able to work with diverse interests.

Major Duties

  • Represent MWA by distributing outreach materials, educating the public about programs, and relaying the mission and vision of the organization
  • Assist with organizing and representing MWA at events
  • Expand, promote and lead winter and summer Wilderness Walks
  • Engage and inspire community members to support active projects and programs in our area
  • Participate and engage members and the public in forest plan revision
  • Creatively recruit new youth and adult members and volunteers
  • Perform local membership and administrative duties such as database management, calling members, and writing and sending e-blasts
  • Write engaging newsletter, website content and press releases
  • Organize and conduct community and group presentations

Qualifications

  • Eagerness to learn and be a part of a team
  • Ability to build relationships and work cooperatively with diverse individuals and groups
  • Valid Montana drivers license and vehicle
  • Ability to work some nights and weekends

How to Apply

Please submit cover letter and resumé to Amy Robinson, arobinson@wildmontana.org

Deadline

January 9th.


Executive Assistant

September 29, 2014

Executive Assistant of the Crown of the Continent Guitar Foundation, Bigfork, Montana

This position, which reports to the organizations senior executive, requires experience at the Executive Assistant Level for office operations and will be a key factor to continue building a highly visible nonprofit organization involving music entertainment professionals from around the world.

Must have experience in business and management involved in establishing and operating efficient and effective office operations including coordination of people and resources; be computer savvy and experienced using MS Office Suite, including Enterprise Resource Planning (ERP) software, to build and maintain databases. Other software expertise and/or ability to learn new programs preferred. Must have the talent and established history of strong communications skills and quickly developing constructive and collaborative working relationships with others, and maintaining them over time. Must have strong organizational skills, attention to details and ability to balance multiple priorities including resource allocation. Must have the ability to multi-task and work well under pressure and within short time constraints. Previous experience supporting fund-raising efforts, strategic planning, and marketing/sales is highly desired.

This position will have a number of responsibilities including, but not limited to:

* Set up and manage office operations.

* Performing day-to-day administrative tasks such as maintaining information files and databases,

* Support organizational meetings and processing paperwork.

* Support the operation of a non-profit Board of Directors including committees.

* Provide operational support for the Foundation’s workshop, festival and other performance and educational activities. (See cocguitarfoundation.org for an overview of the foundation’s activities.)

* Communicate with individuals from across the United States and beyond, from different socio-economic and backgrounds, and various ages from teens to adults.

* Create simple and sometimes advanced correspondence, including complex and sensitive emails, letters, memos and reports.

Key Skills Required:

* Attention to Detail, Follow-up and Organization

* Personal Communication

* Computer Literate

* Multi-Tasking

* Understanding Customer Satisfaction and Business Principals

Competitive Wage range from $25,000-$35,000/year depending on experience.

To apply for the Executive Assistant Position with Crown of the Continent Foundation, send your cover letter, resume, and references to: bassanderson@yahoo.com by Monday October 6, 2014


Special Projects/Administrative Assistant

September 8, 2014

Discovery Developmental Center

Job title:                   Special Projects / Administrative Assistant

Reports to:               Director

Wage:                         DOE

Work hours:             10-15 hours / week with flexible scheduling options

Summary

This position provides support to the Director and to the DDC Board of Directors for a variety of special and ongoing projects including, but not limited to, Web-Site & Social Media maintenance and upkeep, Data Base management, Special Event coordination, materials development, Administrative support, and other duties as needed.

Essential Duties and Responsibilities

Web-Site Maintenance & Upkeep

  • Update Staff and Board pages as needed, maintain accurate Resources page, and update / upload web-site PDF documents as needed.
  • Develop a “What’s New” link on web-site that can be updated quarterly.
  • Develop password-secured Family and Staff pages on the current web-site.
  • Work with Director and teaching staff to develop and maintain Blogs and places for family friendly communications and downloads.
  • Work with Director and Board of Directors to develop a Donor page that will maximize donor contributions.
  • Work with Director to maximize Face Book page likes and web-site visits.

Data Base Management

  • Manage family and donor records including data entry, database maintenance, and creating reports.
  • Prepare and send mailings, including family and donor solicitations, invitations, and acknowledgements.
  • Work with Director and Board of Directors in developing communications to maximize giving levels.

Special Event Coordination

  • Participate in committee planning meetings and create meeting reports for distribution to members.
  • Develop marketing materials and activities based on timeline and priorities of each event.
  • Track income and expenses related to event and maintain relevant database.
  • Work closely with Director, Board of Directors, and committee members to ensure successful event and prepare final reports.

Minor Duties

  • Assist with enrollment tasks as needed throughout the year.
  • Participate in phone call communications with families and community members.
  • Participate in monthly Board Meetings as needed.

Supervisory Responsibilities

  • None

Qualifications

Position requires strong computer skills and basic knowledge of web-site technology, excellent communication skills, and a professional and friendly demeanor. Because of the flexible scheduling, the position requires a good work ethic and the ability to multitask.

Education/Experience

  • High School diploma or GED.
  • Proficiency with computers and technology
  • Experience with Microsoft Office Suite (Word, Excel, Access, Publisher, Outlook)
  • Experience in back-end web-site technology

Interpersonal/Communication Skills

  • Excellent oral and written communication skills and the ability to work cooperatively with staff, children, and families, as well as maintain confidentiality of information on children and families in our program.
  • Effective organizational, problem solving, time management, and analytical skills.
  • Ability to present a positive image of the program to the community.
  • Commitment to DDC mission

Work Environment

Working within an environment with young children requires the ability to work under sometimes noisy and chaotic conditions. Occasional unpleasant odors associated with toileting and diapering may be encountered. There is possible exposure to communicable diseases.

Licensing Regulations and Required Trainings

State childcare regulations require all employees to have current immunizations, including but not limited to MMR and/or Rubella immunity and Tetanus (DT). Release of information for background checks and Department of Motor Vehicle records is required. Fingerprinting may be required. In addition, training in mandatory reporting is also required. Other trainings may be required in the future.


Volunteer Recruiter

September 3, 2014

Position:         Volunteer Recruiter

Full-time:       PT (30 hours)

Hourly:           $12/hr

Benefits:         FT Only

Supervisor:    Executive Director

Habitat for Humanity of Flathead Valley (HFHF) seeks a Part-Time Volunteer Recruiter to be responsible for Habitat for Humanity of Flathead Valley’s goals and strategic plans relating to volunteer engagement.

Qualifications: HS degree required, AA or BA degree preferred and at least 2 years of sales or recruitment experience

Requirements/ Skills:   Must enjoy working with people and be energetic, team and detail oriented, self-motivated, well-organized, able to meet deadlines and able to be skilled in computer use (word, excel, database). Must be able to appropriately prioritize tasks and responsibilities and manage multiple projects simultaneously. Must have excellent written and speaking skills.  Must be able to articulate the organizations mission, values and goals.  The ability to work effectively with a diverse group of people and the ability to represent and have an understanding of our organization is necessary.  Valid driver’s license, reliable transportation and willingness to travel to build site or community events as needed are required.

Job Classification: Part-Time Hourly

Hours: Flexible depending on build schedule but within 7am-6pm Monday-Saturday

 

Job responsibilities include:

Volunteer Recruitment

  • Volunteer recruitment efforts and communication; recruit, train, support, supervise, recognize
  • Produce written informational and educational materials for volunteer outreach
  • Effectively schedule volunteers to meet the volunteer needs of construction staff
  • Coordinate and schedule groups and skilled volunteers
  • Respond to individual volunteer inquiries
  • Meet with construction supervisor regularly
  • Assist in volunteer and donor thank yous
  • Assist to develop, maintain and evaluate “regular” construction volunteer programs to retain on-going volunteers
  • Monitor and assess the need for volunteer services and suggest program improvements.
  • Ensure that volunteer liability waivers are signed and filed
  • Work with staff to handle any volunteer concerns or issues
  • Assist in maintaining Volunteer Manual
  • Assist to manage community service volunteers from local jurisdictions
  • Assist to coordinate activities for youth volunteers (Boy/Girl Scouts, etc.)
  • Work with sponsors to encourage volunteer opportunities and schedules

Family Services

  • Assist family services with family sweat equity progress and recruitment

Community Outreach

  • Attend monthly chamber events and promote Habitat need for families and volunteers
  • Get pictures from volunteer coordinator from Build Site on weekly basis
  • Establish and nurture good media relationships.
  • Prepare for and attend community opportunities to table and promote Habitat (parades, etc.)

There will be other duties as assigned as needed.  The Volunteer Recruiter will be expected to assist affiliate events and special projects.

To Apply:

Send resume, cover letter and references to Erin Falcon at efalcon@habitatflathead.org or mail to HFHFV, 307 1st Ave E, Suite 24, Kalispell, MT 59901.  A background check, including criminal records and sex offender registry, will be conducted prior to offer of employment.

Habitat for Humanity Flathead Valley is an equal opportunity, affirmative action employer.


Job Announcement – Executive Director

August 12, 2014

Big Brothers Big Sisters of Flathead County is seeking a full-time Executive Director to provide strategic leadership to the organization and oversees the day-to-day operations and staff. The Executive Director is appointed by and responsible to the Board of Directors of Big Brothers Big Sisters.

This position is responsible for providing high-level customer service in response to all functions of Big Brothers Big Sisters. These functions include Fund Development and Service Delivery. The director may handle all of the functions or work with staff that do so. The successful incumbent will produce positive outcomes in the following areas: partnership development, revenue and Service Delivery standards, including but not limited to: inquiries, inquiry response rate, assessment quality, new match goal, contact compliance and contact quality.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Strategic Planning and Execution — Develop and drive the business plan of the organization within the context of Big Brothers Big Sisters of America’s nationwide strategic direction; work with the Board and staff to ensure the agency’s stated mission and purpose is accomplished.

Board Development — Cultivate a strong Board of Directors and Advisory Councils willing to lead and contribute to the agency’s success.

Talent Management — Attract and retain a high caliber staff who create value to the agency, contribute significantly to the achievement of the agency’s objectives, and are committed to working effectively toward continual improvement.

Finance and Fund Development — Oversee the development of all financial and operational plans; oversee implementation of budgets, and monitor progress/changes related to budgets. Secure resources from a variety of sources, including grants, to support agency programming and prepare follow up reporting.  Assist the Board in identifying prospective donors and diversify the funding base for the agency. Assist the Advisory Councils with fundraisers and special events.

Program Management — Ensure programmatic excellence is achieved by observing national standards of practice, agency policies and procedures, and child safety guidelines.

Community Partnerships — Develop meaningful and effective relationships with local businesses, the media, United Ways and service organizations leading to strong support.

Staff/Volunteer Relationships — Develop meaningful and effective relationships with both the staff and the Bigs. Maintain a positive working relationship with a strong communication line between the two.

Please submit resume and references to email@bbbsfc.org or send to 137 Main Street, Kalispell, MT  59901.