News
2 Job Opportunities
Posted on: 06/05/2006
Contact Frances Hsieh at <fhsieh101@yahoo.com> for more information:
EXECUTIVE ASSISTANT TO THE PRESIDENT AND CEO
General Statement of Duties: Responsible for providing general
administrative support to the President/CEO and to the Special
Assistant to the President/CEO. Acts as a liaison to other senior
managers and department managers, Administers and manages
special projects for the organization.
Supervision Received: Works under broad direction and guidance
from the President/CEO.
Supervision Exercised: None
Examples of Duties: (Any one position may not include all of the
duties listed, nor do the listed examples include all that may be found in positions of this class.)
A. Provides administrative assistant to the President/CEO
and senior managers.
1. Schedule and arrange meetings to maximize time and efficiency.
2. Prepare meeting agendas, corresponding materials and
amenities.
3. Serve as recording secretary and prepare action minutes and
follow-up assignments as requested.
4. Maintain procedures manuals to ensure consistent performance
of routine functions.
5. Keep projects on schedule.
6. Manage executive office and coordinate work flow.
7. Recommend management action to improve standard operating
procedures.
8. Present comparisons on costs, risks, and benefits.
9. Participate in administrative meetings to ensure efficient work
flow.
10. Assume initiative on request and inquiries of administrative
nature.
11. Develop and maintain organizational files, records,
program materials and other resources.
B. Serves as communications liaison.
1. Handle incoming mail, phone inquiries and related tasks.
2. Create correspondence, letters and memos for CEO’s signature.
3. Arrange essential mail in priority action order.
4. Check deadlines and incoming requests and schedule preliminary work
5. Process internal and external replies.
6. Handle confidential information and interpret policies as
necessary.
7. Provide CEO with callback information.
8. Route calls to senior management as appropriate.
9. Maintain high level of professionalism, communications and
confidentiality in interactions with staff, volunteers and general
public.
10. Understands, supports and promotes the Mission and
Vision of the YWCA that values diversity and celebrates the
positive aspects of a multicultural society.
C. Provides assistance with organizational marketing efforts.
1. Work with senior managers and special assistant on special
non-recurring, special projects and on-going projects.
2. Assist with preparation of organizational announcements, special
events, seminars, receptions and other events.
3. Assist with production and distribution of organizational
information.
4. Participate in meetings as requested.
5. Assist in the preparation of proposals and presentations.
6. Assist with maintaining proposal content files and status of
outstanding and current proposals.
D. Arranges travel accommodations.
1. Arrange travel through external agents as requested
2. Prepare itinerary, trip materials and expense reports.
E. Provides customer service functions.
1. Greet and provide hospitality for customers.
2. Screen guest to control interruptions.
3. Assure that the appearance of the executive office area presents
a professional image of the YWCA.
4. Provide effective and efficient response to request for information
from internal and external customers.
Minimum Qualifications:
Education: Bachelor’s degree in management, marketing,
communications or related field.
Experience: Minimum of two-year experience in office management,
project management and customer service in an office environment
using computer applications. Experience with proofreading, writing and editing.
Required Knowledge, Skills and Abilities:
Strong knowledge of office management; excellent writing and
communications skills, strong organizational skills; strong computer
and internet research skills; project coordination experience with
ability to prioritize and manage multiple projects simultaneously; self-directed; flexible; strong commitment to customer service with
excellent interpersonal skills; high degree of accuracy and attention to details; ability to exercise independent judgment and decision-making; ability to work with all levels of management; staff and volunteers as well as outside clients and vendors.
===================
Assistant to the Director of Donor Relations
General Statement of Duties: Responsible for maintaining donor and membership databases and provide administrative support to the Director of Donor Relations and volunteers with implementation of fundraising, major gift campaigns and special events.
Supervision Received: Works with guidance and direction from the Director of Donor Relations.
Supervision Exercised: Informal supervision of volunteers involved in special programs and events.
Examples of Duties: Any one position may not include all the duties listed; nor do the listed examples include all that may be found in positions of this class.
1) Support donor development, cultivation, records and acknowledgements
A. Manage and maintain accuracy and integrity of the donor database.
B. Work with development and accounting to ensure the proper recording of all pledges and pledge payments.
C. Prepare data for mailings, appeals and other lists.
D. Troubleshoot the database software as needed and identify and implement ways to improve utilization of the donor database software.
E. Prepare queries and reports in response to needs of the development department and other areas of the organization.
F. Establish and maintain the coding structures in the donor database for campaigns, appeals, constituent information and other data needs.
G. Ensure that new and existing staff receives orientation, training and support on use of the development database.
2) Develop and maintain gift-processing procedures.
A. Maintain a policy and procedure manual for gift processing and database functions.
B. Accurately enter gift information and constituent data into the donor database.
C. Generate and send acknowledgement letters on a timely basis.
D. Reconcile development gift data with finance data on a regular basis.
3) Provide direct oversight for database maintenance.
A. Perform database maintenance functions such as maintaining User ID's and security levels, ensuring reliable database backup procedures, managing address changes, merging duplicate records, auditing gift entry for accuracy, and writing off pledges.
B. Import and export records as needed.
C. Maintain technical knowledge of the database functionality and software updates.
D. Serve as a member of the development team by providing accurate and timely data to assist in achieving fundraising goals.
4) Provide assistance to Director of Donor Relations
A. Assist with organizing, implementing and evaluating annual fundraising and major gift events and campaigns and member services events.
B. Coordinate, implement and evaluate member services events.
C. Respond to information requests from members, donors and potential donors.
D. Assist with research of potential new funding sources.
E. Assist with maintaining the website.
5) Maintain a high level of professionalism, communications, and strict confidentiality in interactions with staff, volunteers, donors and general public.
6) Understand and promote the mission and vision of the YWCA that values diversity and celebrates the positive aspects of a multicultural society.
Minimum Qualifications:
Education: Bachelor's degree
Experience: Minimum of three years experience working with development information systems such as Raiser's Edge or other database management systems; advanced computer skills in Microsoft Office programs, especially Word, Excel and Outlook; system conversion experience helpful.
Required Knowledge, Skills and Abilities: Knowledge and experience with basic fundraising principles, project management; ability to maintain high level of confidentiality; strong analytical skills and high level of attention to detail and accuracy; strong communication, teamwork and organizational skills.
EXECUTIVE ASSISTANT TO THE PRESIDENT AND CEO
General Statement of Duties: Responsible for providing general
administrative support to the President/CEO and to the Special
Assistant to the President/CEO. Acts as a liaison to other senior
managers and department managers, Administers and manages
special projects for the organization.
Supervision Received: Works under broad direction and guidance
from the President/CEO.
Supervision Exercised: None
Examples of Duties: (Any one position may not include all of the
duties listed, nor do the listed examples include all that may be found in positions of this class.)
A. Provides administrative assistant to the President/CEO
and senior managers.
1. Schedule and arrange meetings to maximize time and efficiency.
2. Prepare meeting agendas, corresponding materials and
amenities.
3. Serve as recording secretary and prepare action minutes and
follow-up assignments as requested.
4. Maintain procedures manuals to ensure consistent performance
of routine functions.
5. Keep projects on schedule.
6. Manage executive office and coordinate work flow.
7. Recommend management action to improve standard operating
procedures.
8. Present comparisons on costs, risks, and benefits.
9. Participate in administrative meetings to ensure efficient work
flow.
10. Assume initiative on request and inquiries of administrative
nature.
11. Develop and maintain organizational files, records,
program materials and other resources.
B. Serves as communications liaison.
1. Handle incoming mail, phone inquiries and related tasks.
2. Create correspondence, letters and memos for CEO’s signature.
3. Arrange essential mail in priority action order.
4. Check deadlines and incoming requests and schedule preliminary work
5. Process internal and external replies.
6. Handle confidential information and interpret policies as
necessary.
7. Provide CEO with callback information.
8. Route calls to senior management as appropriate.
9. Maintain high level of professionalism, communications and
confidentiality in interactions with staff, volunteers and general
public.
10. Understands, supports and promotes the Mission and
Vision of the YWCA that values diversity and celebrates the
positive aspects of a multicultural society.
C. Provides assistance with organizational marketing efforts.
1. Work with senior managers and special assistant on special
non-recurring, special projects and on-going projects.
2. Assist with preparation of organizational announcements, special
events, seminars, receptions and other events.
3. Assist with production and distribution of organizational
information.
4. Participate in meetings as requested.
5. Assist in the preparation of proposals and presentations.
6. Assist with maintaining proposal content files and status of
outstanding and current proposals.
D. Arranges travel accommodations.
1. Arrange travel through external agents as requested
2. Prepare itinerary, trip materials and expense reports.
E. Provides customer service functions.
1. Greet and provide hospitality for customers.
2. Screen guest to control interruptions.
3. Assure that the appearance of the executive office area presents
a professional image of the YWCA.
4. Provide effective and efficient response to request for information
from internal and external customers.
Minimum Qualifications:
Education: Bachelor’s degree in management, marketing,
communications or related field.
Experience: Minimum of two-year experience in office management,
project management and customer service in an office environment
using computer applications. Experience with proofreading, writing and editing.
Required Knowledge, Skills and Abilities:
Strong knowledge of office management; excellent writing and
communications skills, strong organizational skills; strong computer
and internet research skills; project coordination experience with
ability to prioritize and manage multiple projects simultaneously; self-directed; flexible; strong commitment to customer service with
excellent interpersonal skills; high degree of accuracy and attention to details; ability to exercise independent judgment and decision-making; ability to work with all levels of management; staff and volunteers as well as outside clients and vendors.
===================
Assistant to the Director of Donor Relations
General Statement of Duties: Responsible for maintaining donor and membership databases and provide administrative support to the Director of Donor Relations and volunteers with implementation of fundraising, major gift campaigns and special events.
Supervision Received: Works with guidance and direction from the Director of Donor Relations.
Supervision Exercised: Informal supervision of volunteers involved in special programs and events.
Examples of Duties: Any one position may not include all the duties listed; nor do the listed examples include all that may be found in positions of this class.
1) Support donor development, cultivation, records and acknowledgements
A. Manage and maintain accuracy and integrity of the donor database.
B. Work with development and accounting to ensure the proper recording of all pledges and pledge payments.
C. Prepare data for mailings, appeals and other lists.
D. Troubleshoot the database software as needed and identify and implement ways to improve utilization of the donor database software.
E. Prepare queries and reports in response to needs of the development department and other areas of the organization.
F. Establish and maintain the coding structures in the donor database for campaigns, appeals, constituent information and other data needs.
G. Ensure that new and existing staff receives orientation, training and support on use of the development database.
2) Develop and maintain gift-processing procedures.
A. Maintain a policy and procedure manual for gift processing and database functions.
B. Accurately enter gift information and constituent data into the donor database.
C. Generate and send acknowledgement letters on a timely basis.
D. Reconcile development gift data with finance data on a regular basis.
3) Provide direct oversight for database maintenance.
A. Perform database maintenance functions such as maintaining User ID's and security levels, ensuring reliable database backup procedures, managing address changes, merging duplicate records, auditing gift entry for accuracy, and writing off pledges.
B. Import and export records as needed.
C. Maintain technical knowledge of the database functionality and software updates.
D. Serve as a member of the development team by providing accurate and timely data to assist in achieving fundraising goals.
4) Provide assistance to Director of Donor Relations
A. Assist with organizing, implementing and evaluating annual fundraising and major gift events and campaigns and member services events.
B. Coordinate, implement and evaluate member services events.
C. Respond to information requests from members, donors and potential donors.
D. Assist with research of potential new funding sources.
E. Assist with maintaining the website.
5) Maintain a high level of professionalism, communications, and strict confidentiality in interactions with staff, volunteers, donors and general public.
6) Understand and promote the mission and vision of the YWCA that values diversity and celebrates the positive aspects of a multicultural society.
Minimum Qualifications:
Education: Bachelor's degree
Experience: Minimum of three years experience working with development information systems such as Raiser's Edge or other database management systems; advanced computer skills in Microsoft Office programs, especially Word, Excel and Outlook; system conversion experience helpful.
Required Knowledge, Skills and Abilities: Knowledge and experience with basic fundraising principles, project management; ability to maintain high level of confidentiality; strong analytical skills and high level of attention to detail and accuracy; strong communication, teamwork and organizational skills.
