Community Relations and Operations Manager

tendersglobal.net

SCOPE

Under the direction and supervision of the Executive Director, the Community Relations & Operations Manager is responsible for the organization and oversight of external relationships that lead to the promotion of IRC’s work and mission. The role comprises management of the office’s volunteer and internship program, organizing outreach and resource development efforts, management of office operations and supervision of the Volunteer Coordinator and Operations Coordinator, among other responsibilities.

RESPONSIBILITIES

Community Engagement (60%)

Outreach

Assist program staff by creating community and client facing materials for programs, services, and events; and conducting community outreach for enrollment as requested
In collaboration with the Volunteer Specialist, attend and coordinate speaking efforts and initiatives, including speaking at schools, corporate engagement opportunities, recruitment or other community engagement opportunities, to cultivate and educate potential donors, volunteers, and other supporters
Track all supporter community engagement efforts via centralized tracking mechanisms to document efforts over time, including managing the development inventory of promotional items.
Respond to general inquiries from the community that come in through email or social media pages

Communications

Develop the planning and implementation of media and communications strategies to raise awareness of IRC-LA programming, success stories, advocacy alerts, donor appeals, and engagement opportunities
Work cross-departmentally to build a culture of storytelling, curating staff, program, and client stories and crafting compelling, well-designed content to support the fundraising, programmatic, and advocacy goals
Mange the office’s website and social media pages, Facebook and Instagram, and ensure that there is a consistent and up-to-date online presence
Create donor communication materials to engage current and prospective donors, such as IRC programming and donor impact reports
Recruit and supervise all communications volunteer and interns, including graphic design, photography, or videography to improve local brand presence
Respond to all incoming media inquiries, coordinating with Executive Director or IRC spokespersons and participating clients as opportunities require

In-kind Resource Management

Maintain, procure, and strengthen cooperative relationships with in-kind donors, including those cultivated by headquarters, as well as identifying new and stewarding existing corporate donors, churches, civic groups, local businesses, established community partners, and individual groups
Maintain, track, and evaluate ongoing in-kind needs across all IRC programs to source material support and help strengthen the systems by which in-kind goods continue to be procured in alignment with the Operations department capacity
Respond swiftly to inquiries and maintain consistent correspondence with in-kind donors, and support programs with swift client identification for high-need in-kind items as they arise.
Lead the coordination of large-scale in-kind donation drives by community supporters in collaboration with the Volunteer Specialist and Operations Coordinator.
In collaboration with the Operations and Volunteer Specialist, ensure timely and organized tracking of incoming in-kind donations and client distribution records in accordance with inventory and donor reporting guidelines
Support the Volunteer Specialist in managing volunteers/volunteer groups to accomplish in-kind donation procurement, sorting, and distribution logistics.

Development

Maintain accurate, up-to-date electronic records of monetary and in-kind contributions by entering donations into donor database Salesforce, and issuing timely donor acknowledgments and correspondence
Working with the RAI-External Relations department, attend quarterly meetings and develop donor proposals, reports, and meetings as needed
Raise awareness about, and represent, the office through participation in outreach and fundraising events with community, civic and faith partners, and individual and corporate financial and in-kind donors
Ensure the office works effectively to meet cash and in-kind R&P Private Resource reporting requirements, and maintains appropriate documentation for all resource development including in-kind donations and volunteer or intern hours
Liaise with the headquarters grants and development staff on all new relevant contracts and grants, entering into grant management database (OTIS)
Organize annual fundraisers, donor appeals and other special events as applicable
Coordination with the ER team

Operations (40%)

Safety and Security

Serve as the office’s primary focal point for day-to-day S&S matters.
Coordinate immediate incident management including filing police reports. Report S&S incidents involving covered persons in accordance with established protocols.
Develop office-specific S&S onboarding materials, ensuring the provision of S&S briefings to new staff and covered persons.
Organize a minimum of one emergency evacuation exercise at office or program site level per year and other appropriate training informed by Security Risk Assessment findings.
Information Technology
Serve as the office’s primary focal point for IT and communications infrastructure, hardware, and software matters.
Educate staff about IT support resources, including appropriate channels for incident reporting.
Work with regional and HQ IT team to address any internet or telecommunications service disruptions, liaising with local internet and telecommunications service providers.

Supply Chain

Serve as primary point of contact for procurement and supply chain. Order supplies, equipment etc. in accordance with supply chain and financial compliance guidelines and coordinate servicing and repairs as needed.
Manage and maintain digital and physical files.
Manage vendor billing/invoices in coordination with Finance team.
Coordinate fleet management in accordance with established protocols.
Coordinate on- and off-site storage needs.

Facility Management

Manage office and equipment leases, coordinate repairs and improvements with property managers as needed.
Coordinate the allocation of workspaces and support related employee lifecycle needs such as building access.
Support smooth functioning of office infrastructure including communications equipment and services.
Assist with planning and coordinating office events and meetings.
Reception Management
Manage reception team.
Fill in for Receptionist during breaks and time off.
Coordinate and refer walk-in clients to appropriate programs.
Answer calls, manage general email account, and respond to walk-in inquiries.

REQUIREMENTS

Bachelor’s degree in a related field; or equivalent professional work experience
Minimum of 3-5 years related professional work experience
Excellent interpersonal relations skills and the ability to work effectively with partners, donors, and colleagues in a cross cultural, multi-disciplinary environment
Solid organizational skills with the ability to juggle multiple tasks, set priorities, effectively manage time and meet deadlines
Experience developing and providing orientations and trainings
Strong writing and communication skills including experience working in and developing teams;
Proficient in Microsoft Office suite and experience using donor acknowledgment software preferred
Knowledge and understanding of ethics and confidentiality related to fundraising
Reliable transportation with proof of valid driver’s license, insurance and clean driving record

Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12-month time period.