Engagement & Outreach Coordinator

Organization: 
NC AWWA-WEA
Desired Location: 
Wake
Organization Type: 
Nonprofit
Category: 
Communications, Marketing and Public Relations
Description:

The primary responsibility of the Engagement & Outreach Coordinator (EOC) is delivering support services to volunteers and staff to meet the needs of the Membership & Communication Department and the committees of the External Affairs Council. General support will also be provided for other organization activities and daily office activities.

The EOC will be the primary contact for, and maintain regular contact with most of the committees in the External Affairs Council, including the Public Education Committee, Water For People Committee, and Students & Young Professionals Committee. Regular contact includes coordination of meetings and events, monitoring adherence to NC AWWA-WEA polices, and reporting activities and problems to staff leadership.

The EOC will serve as the primary contact for the Awards committee and be responsible for administration of the awards program, under direction of the Executive Director and Membership & Communication Director. Support for the awards program includes activities such as maintaining contact with nominating committees, creation of award applications, receiving and processing award applications, ordering awards, preparing award presentation materials, and tracking award procedure and history.

The EOC will assist the Financial Coordinator, as needed, to support the Endowment Committee and scholarship program under the direction of the Executive Director and Membership & Communication Director. This may include formatting annual applications, receiving and processing applications, communicating with external organizations and educational institutions, and coordinating tracking and recognition of scholarship recipients.

The EOC will support the Membership Committee through serving as the primary staff contact for coordination of GROW events, and additional support as deemed necessary.

The EOC’s support to the Membership & Communication Department will be under the supervision of the Membership & Communication Director, and will include management of State Level Association Membership (SLAM), regular updates to online membership database, production of email newsletters, website maintenance and editing, monitoring and participation in NC AWWA-WEA social media sites, formatting of Training Catalogs, and other data management, reporting, and publication projects as deemed necessary.

Internal support for the office team will include office administrative tasks, including opening and directing mail, answering the telephone, management of office supplies, and greeting visitors.

Direct support to the Executive Director will include preparations for Board of Trustees meetings including assistance with meeting plans and production of the Board of Trustees Meeting packet.

Development of good documentation of all practices, procedures, and timelines is a requirement of the job.

Some travel to support on-site meetings is a requirement. 

All activities require application of policies and procedures approved by the Board in a fair and consistent manner.

HOURS:

The Engagement & Outreach Coordinator is a full-time, 80 hour per pay period position. Overtime may be required as necessary to accomplish organizational activities and requires prior authorization by the Executive Director directly, or through the Membership & Communications Director. Work hours may be changed to meet operational requirements at the discretion of the Executive Director directly, or through the Membership & Communications Director.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

The Engagement & Outreach Coordinator is responsible to, and works at the general direction of the Executive Director and under the daily supervision of the Membership & Communications Director to accomplish tasks that will include, but are not limited to:

  1. Primary staff contact for several committees. Committee coordination activities including maintaining committee records, sending online polls to establish meeting times, setting up web-based or conference call meetings, reserving meeting rooms, ordering food, room set-up and clean-up, creating online registration forms and managing online payments and registrations, communicating with volunteer committee members to determine needs and answer questions.
  2. Support to Membership & Communication Department and other committees with detailed record keeping utilizing Microsoft Word and Excel, data entry, converting file formats, uploading and downloading files to and from websites, formatting webpages and email newsletters using online editors, formatting brochures using graphic design software, reviewing documents and records for accuracy, minimal writing and editing, mostly limited to summarizing information.
  3. Primary responsibility for the Awards Program, including adherence to strict timeline, attention to detail and accuracy, maintaining historic records, creating PowerPoint presentations and communicating directly with award recipients.
  4. Management of State Level Association Membership (SLAM) including data entry, invoicing, parity checking membership records, mailing or emailing membership materials, document mail merges,
  5. Support for the development of materials for Board of Trustees meeting packets
  6. Assisting with the coordination of the Annual Conference and Spring Conference and other events as needed.
  7. Order office supplies as needed and directed and manage Excel Spreadsheet budget to actual for office supplies.
  8. Processing of incoming and outgoing mail.
  9. Shared responsibility for incoming phone calls and in-office visitors.
  10. Use of equipment including desktop and/or laptop computer with keyboard, mouse, monitor, web camera, microphone and speakers, multi-line telephone system, fax machine, postage meter, and multi-function copier/scanner.
  11. Use of both cloud-based and local computer systems, with shared files and storage. Regular use of Microsoft Office products as well as several Internet based services and systems.
  12. Use personal vehicle for occasional work-errands and travel to meetings and conferences that are held off-site.
  13. Willingness and ability to travel in North Carolina, to perform work at events held off-site.
  14. Conducting all business for NC AWWA-WEA in compliance with the Associations’ Constitution and Bylaws and Board approved policies, and federal and state nonprofit corporate status.
  15. Other duties as assigned by the Executive Director and Membership & Communication Director.

SKILLS:

  • Experience and skill necessary to perform detailed tasks with accuracy.
  • Good oral and written communication skills.
  • Ability to remain calm and courteous, even under pressure.
  • Ability to manage multiple on-going tasks simultaneously.
  • Ability to independently seek solutions to problems.
  • Excellent customer service skills.
  • At least one year closely-related administrative support experience.

EDUCATION AND EXPERIENCE:

Required

  1. High School Diploma.
  2. Experience with MS Publisher, Adobe InDesign/Illustrator or other graphic design software or program
  3. Experience navigating web browsers, including Internet Explorer.
  4. Skill and experience in using MS Office including MS Word, MS Excel, MS PowerPoint.

Preferred

  1. Associates or Bachelors Degree
  2. Website editing experience using WYSISYG editor
  3. Basic familiarity with HTLM, HML, or XML
  4. Experience with MS Access
  5. Experience with social media sites

Special Requirements:

1. Possession of a valid North Carolina driver’s license, or acquisition of one within 30 days of start date.

2.  Willingness and ability to travel as required, including furnishing your own reliable vehicle and proof of insurance and extensive overnight stays in hotels.

3.  Bondable.

**All hiring is subject to a satisfactory outcome from a routine background screening. 

Career Level: 
Entry-level
Job Type: 
Full-time
How to Apply: 

To apply, please send cover letter and resume to Nicole Banks, Membership and Communication Director at nbanks@ncsafewater.org. Please put use “EOC Job Search” as subject line of email. Applications are accepted until Friday, December 15, 2017.  No phone calls please.