Program Specialist - Geo Unit Activities and Operations

Benefits :

• Competitive salary
• Flexible schedule
• Training & development

Program Specialist Geo Unit Activities and Ops

Description

Piscataway NJ location

2 Year Contract (possible conversion to permanent)

40 hours a week

Hybrid Schedule (3 days on site, 2 days remote)

Looking for Data Analytics skills and MS office advanced or expert level

Job Summary

The overall purpose of this position is to ensure the processes required to support the CLIENT and Member and Geographic Activities Geographic Units are clearly defined and monitored for efficiency, data accuracy and volunteer impact.

The incumbent in this position is primarily responsible for ensuring MGA Geographic Unit operations are supported in an efficient manner and adhere to both CLIENTand MGA policy.

This position evaluates recommended policy changes for least disruptive impact to volunteers, staff and existing system design and processes.

The role typically reports to the Operations Manager, Geographic Operations and manages no direct reports.

Key Responsibilities

Identifies, monitors and continuously improves processes that must be in place to ensure healthy operations of the geographic units.

Ensures the units are run efficiently and transparently to unit officers and volunteers they support. Develops and maintains process flow for all associated processes.

Performs review of all processes for opportunities to improve and streamline. This includes, but is not limited to, automation of tasks or entire process, outsource to other groups and identifying where data capture is no longer relevant.

Identifies and creates IT requests for automation of processes. Champion and oversee through completion.

• Manages the rebate processes for sections and student branches including tracking, communications and preparation of final rebate summary and payment method.
• Manages the monthly circulation of the Scoop Newsletter, including content gathering and organization and creation.
• Manages tracking officers who have surpassed policy term limits and the process to identify ineligible officers who no longer meet qualifications.

Prepares report of officers in arrears and communicate status and action required to volunteers annually.

• Prepares the following for each MGA Board meeting : lists of inactive geographic units and dissolved geographic units; consent agenda items such as formation and elevation of geographic units.
• Evaluates boundaries in new sections and subsections and resolves issues due to country overlap, how to split boundaries and reach consensus with sections on changes.

Establish and monitor process for testing and creating final implementation.

Responsible for designing, developing, and executing the Section & Chapter Vitality Self-Assessment report process. Builds, maintains, and improves automated Excel-based VBA report generating solutions.

Prepares final vitality reports for all units.

Identifies and monitors metrics that measure the health of the geographic units. Determines proper metrics for all operational processes and tracks progress using metrics.

Ensures accurate reports are provided for all geographic units. Responsible to educate volunteers in units and applicable staff on the data related to the health of the geographic units and their associated activities.

• Acts as data steward to ensure data capture, usage and inter-relationships between processes, CLIENT databases and systems accurately represents the operations supporting the geographic units.
• Implements new and updated Geographic Units through QA and Production.
• Fulfills data requests for reports by volunteer and staff.
• Identifies data inconsistencies and investigates root cause. Takes action to notify affected groups and propose steps for resolution.
• Audits of petition process and unit creation in the CLIENT database and resolve discrepancies between systems.
• Provides QA and testing for changes to systems and other MGA and CLIENT processes that may impact geographic units.

Additional Responsibilities

• Investigates volunteer issues and assess disposition and provides status of resolution or next steps to volunteer.
• Provides administrative support to volunteer committees when needed.
• Researches and prepares geographic unit historical landscape when requested.

Qualifications

Education

• Bachelor's degree or equivalent experience Req
• Major in Business Administration, Communications or related field Pref

Work Experience

• 4-7 years business, association or project management experience Req
• Policy experience in an Association or non-profit area is desired Pref
• Strong administrative, diplomacy, organizational and operations skills Req
• Prior knowledge of CLIENT activities, Oracle database and department operations or being bilingual Pref

Licenses and Certifications

Project Management Certification Pref

Skills and Requirements

• Strong data interpretation and analytical skills
• Superior written and oral communications skills
• Systems and applications : Feith, Siebel, Run My Process for online formation petitions processing, all vTools applications, software for volunteers, MS Visio
• Strong & effective communication skills both internally & externally on a daily basis (Volunteers & Management). Solid human relations skills are critical for this position to perform his / her responsibilities
• Presentation skills / size of audiences
• Advanced knowledge of Microsoft Suite : Word, Access, Excel, PowerPoint, Project
• Intermediate knowledge and use of databases
• Understanding of account relationships in CLIENT database (Siebel)
• Understanding of logic and site numbers for all geographic units
• Requires being able to effectively explain and interpret organizational policies and procedures
• Familiarity with all CLIENT and financial policy documents and their relevance to Geographic Unit operations.
• Ability to travel on occasion to local and international locations
• Possess excellent interpersonal skills and must be able to knowledgeably communicate with staff and volunteers. Issues must be addressed in a clear and unambiguous manner, while exercising tact, and maintaining confidentiality where necessary.

There are regular and frequent contacts with CLIENT staff and volunteers at all levels. Must strive for cooperation and effectiveness of services and have the ability to work as a member and leader of effective teams

Develop / recommend possible solutions / procedures. Problem solving ranges from routine to complex. Must be able to identify opportunities and areas of improvement and propose and implement means and ways for achieving those opportunities and improvements.

Because of the broad scope and complexity of MGA and the geographic units, the incumbent must develop a sound understanding of CLIENT staff and volunteer operations and policy / procedures to suggest or implement appropriate solutions for problems that may arise.

The type of problems brought to the incumbent for solution may be without precedence and require research and unique solutions