Assist with COO Leadership Duties Prepare for bi-weekly XLT/Alignment meetings with COO Attend committee meetings when relevant to specific responsibilities Assist in strategic planning for operational and organizational initiatives. Prepare for and attend quarterly, two-day XLT planning meetings Secure meeting locations and lunch provisions for the XLT planning meetings
Financial Operations Steward the fiscal operations of GIYFC in the areas of Receivables and Payables Coordinate and ensure the creation and submission of monthly, quarterly, and annual financial reports. Complete monthly reconciliations Oversee monthly expense reports and communicate with staff concerning issues Disburse the appropriate monthly financial reports to ministry staff Assist in preparation of and control operational budgets. Recommend effective strategies for the financial well-being of GIYFC. Ensure compliance with GIYFC’s quarterly and annual financial Charter reporting in YFC/USA’s Impact database system Process Payroll bi-weekly Assist with Annual Audit/Reviews/990s
HR Support/Staff Supervision Manage the Receivables, Payables, and Administrative Support teams Oversee annual and semi-annual reviews process Attend and participate in staff meetings and supervisor appointments Assist in the recruitment and placement of select staff, delegation of tasks and responsibilities, and establishment of work schedules. Attend training opportunities and staff conferences when appropriate Ensure that all staff records and annual information is current
Administrative Duties and Support Ensure that GIYFC is in compliance with Risk Management policies and following best practices. Evaluate and improve processes and policies in support of operational and organizational goals. Monitor adherence to these processes and policies. Ensure the following administrative duties are carried out through the administrative support staff and stepping in on an as-needed basis. Meet, greet, and direct visitors appropriately Answer the telephone, take messages, and relay information Answer e-mail correspondence Pick up the mail from the Post Office, sort, and distribute Maintain an organized filing system Communicate through written correspondence (Word & Publisher) Assist with managing volunteers in the YFC Hub Ensure that all YFC volunteers are properly screened and compliant according to YFC/USA standards. Provide input and manage the Ministry Impact Reporting software Manage relevant office operations with staff Assist in preparations for weekly meetings Manage and maintain office supplies, equipment, and inventory Secure off-site meeting locations and coordinate the transportation of needed equipment, serving supplies, and meal provisions Assist with administrative projects including: Charter reporting, Chapter Progression Tool Surveys, promotional materials, Christmas ornaments, Staff Christmas gifts, and other specific projects.
IT - Infrastructure Management Steward the IT infrastructure and serve as the primary liaison with staff and outsourced managed IT organizations including but not limited to, Internet, Phone systems, computer software companies, copy machine/printer, and the purchasing of IT equipment, Create and maintain comprehensive documentation for all equipment, implemented systems, and IT policy and procedures Troubleshoot any occurring issues and contact appropriate support staff or outsourced managed IT organizations for resolution
Development Assistance Assist with annual development events such as: Stories of Hope, Peach Sales, See the Story/Be the Story events Provide follow-up assistance with development events
|