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Family, Career and Community Leaders of America

POSITION DESCRIPTION

Date Written or Revised: August 2017

Title: Program and Membership Assistant

Department: Program and Membership

Supervisor: Director of Programs and Director of Membership

Job Status: [X] Full-time [X] Exempt [ ] Part-time [ ] Non-Exempt ______PRIMARY PURPOSE The Program and Membership Assistant provides administrative and clerical assistance to the Program and Membership departments, respectively. This position also serves as the organization’s receptionist.

ESSENTIAL FUNCTIONS Reception Percent of time spent: 50%  Answer phones for the organization and direct calls appropriately;  Walks our members through their portals in the Affiliation and Registration systems;  Take messages if needed/ screen calls as requested;  Maintain appropriate greeting on the phone system;  Return messages as needed;  Maintain “Daily Sign-In” sheets and scan to the Director of Operations at the end of the month;  Enters in the teleworkers hours each day for tracking purposes;  Assist in maintaining security of the building by monitoring the coming and going of visitors;  Assign and track assignments of access cards to our staff and tenants;  Greet incoming visitors and inform appropriate staff member of visitor’s arrival;  Sign for packages;  Assist with mailroom duties when needed. This includes sorting and processing of bulk mailings;  Monitor incoming and outgoing deliveries;  Monitor incoming faxes and forwarding them to the proper department;  Check and lock all doors before leaving in the evening;  Monitor email for the National Headquarters and forward emails onto the proper department as necessary; and  Other tasks as needed. Provide administrative support to the Director of Membership Percent of time spent: 25% Key Responsibilities  Answer general calls for membership;  Fill, send and track requests for Membership Kits;  Assist with mailings and promotional materials;  Assist with adviser and membership awards and recognition process; and  Perform administrative tasks for Membership Department as needed.

Provide administrative support to the Director of Programs Percent of time spent: 25% Key Responsibilities  Onsite support for Program Department in-house meetings;  Assist with copying, organizing, and inventory of materials and supplies for Competitive Events;  Develop room diagrams for Program events;  Assist with Online Level I STAR Events evaluation results distribution;  Provides support for the Competitive Events Advisory Team;  Develops and assists with production, packing, and distribution of reports, mailings, and workshop materials;  Assist with program activities to ensure optimum efficiency and compliance with appropriate policies, procedures and specifications;  Assists with LTT Trainings and Leadership Academy preparation;  Interacts and maintains liaison with students, staff and partner agencies in facilitating program objectives; and  Assists with recruiting workshop and review committee participants, members and volunteers utilizing most appropriate promotional or marketing methods.

Experience and skills: 2-4 years’ experience in all facets of administrative support. Tech savvy with intermediate to advanced skills in MS Office applications, database and presentation software. Demonstrated ability to master new applications quickly. Pleasant yet direct customer service skills.

COMPETENCIES  Consistently demonstrates positive customer service orientation.  Works collaboratively with other staff and teams.  Has the technical knowledge and skills to perform responsibilities effectively.  Demonstrates strong interpersonal skills and manages conflict effectively.  Exhibits a consistently high level of attention to detail and accuracy.  Highly organized, uses time efficiently and consistently meets deadlines.  Able to effectively set priorities for routine work.  Demonstrates initiative in maintaining regular workload and assisting others as time permits.  Able to develop and implement basic process improvements for various routines and systems.  Demonstrates strong business writing skills and edits documents for errors, grammar and content. Writes business correspondence and other documents clearly and professionally.  Able to integrate long term assignments effectively along with routine, daily work.

TRAVEL REQUIREMENTS Less than 5% upon request

The Family, Career and Community Leaders of America Inc.’s management reserves the right to review and revise this document at any time. Employees are expected to perform any other duties or tasks, which are assigned. This document represents a description of intended job content and performance requirements, and is expected to be revised annually or when a major change occurs. The existence of this document should not be construed in any way to represent an actual or implied contract of employment.