Associate Director for Program Operations
Title: Associate Director for Program Operations
Department(s): Portsmouth Institute
Reports to: Director
FLSA Status: Non-exempt; Full-time; Staff
Job Description
Job summary
The primary duty of the position will be to assist in the execution of Portsmouth Institute programs, including the annual summer conference, Catholicism and Culture Symposia, Oxford Summer Programme, and more while demonstrating passion about advancing the mission of the Portsmouth Institute. Must be willing to travel and work frequently at night and weekends, according to Institute’s and School’s program schedule.
Summary of essential job functions
* Manage day-to-day operations and finances. Work with the Executive Director to oversee progress goals on Institute programs and publications; first point-of-contact to coordinate with staff of Portsmouth Abbey, St. Louis Abbey and third-party vendors to execute programming; work with the Executive Director to ensure that programs remain on budget, keeping track of all expenses and revenues.
* Manage donor database. Responsible for recording and acknowledging donations to the Portsmouth Institute in a professional and prompt manner, consistent with best practices and with our ethical duty to our benefactors.
* Assist Executive Director in constituent engagement by working with Executive Director to execute communications strategies, including digital marketing (using the email marketing service MailChimp), direct mail, social media, etc.
* Direct on-site event logistics. On-site point-of-contact and primary manager for Institute programs, including weekend conferences, evening events, and weeklong seminars.
* Build effective systems and processes for event organization, donor engagement, and constituent engagement.
* Assist Executive Director in seeking avenues for growth. Remain up-to-date on programmatic trends, assist in developing relationships with like-minded organizations, and be able to identify prospective donors who can help advance the Institute’s mission
* Other duties as assigned
Education, Skills and Abilities required:
* Minimum of three years-experience with track record of progressive responsibility, including management
* Demonstrated ability to communicate orally and in writing
* Demonstrated ability to maintain confidentiality, attention to detail, and data entry.
* Familiarity with donor database (Raiser’s Edge) preferred but not required
* Demonstrate a strong commitment to the Portsmouth Institute’s mission of restoring Christian culture, including a Catholic in good standing with the Church.
* Demonstrated enthusiasm about the opportunity to help build a leading center for the Catholic intellectual life in America.
* Demonstrated ability to effectively perform the duties as described above; ability to plan and organize to meet operational objectives in accordance with the goals of Portsmouth Institute; ability to work effectively with both internal and external constituents, provide excellent customer service, and maintain the image of the Portsmouth Institute.
Supervisory Impact:
This role is not a supervisory role within the Portsmouth Institute.
Competencies:
To perform the job successfully, an individual should demonstrate the following competencies:
* Ability to learn and teach others established processes - Recognizes the importance of learning and motivates others by own enthusiasm. Is able to learn and reproduce the current processes and recommend best practices to streamline them.
* Time Management Skills - Manages many tasks and projects simultaneously while adhering to deadlines and promises. Maintains work/life balance without compromising expectations of others. Respected for ability to “find” or “make” time to get things done.
* Organizational Skills - Creates action plans to meet divisional goals and objectives. Conducts periodic reviews of progress and measures against goals. Establishes broad policies for the office to ensure success.
* Communications Skills - Effectively communicates Portsmouth Institute’s issues that are complex in nature. Maintains open communications channels with peers, administrators, and customers in and outside the Portsmouth Institute and School.
* Written Communication Skills - Effectively communicates broad and complex Portsmouth Institute issues.
* Problem Solving Skills - Considers a broad range of internal and external factors when solving problems. Grasps complexities and perceives relationships among different problems or issues.
Other Skills and Abilities:
The Associate Director for Program Operations needs to have excellent client service skills.
Other Qualifications:
All prospective employees must be able to clear a background check.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to listen, physically direct, and speak. The employee is required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderately quiet; however, variations in noise level may occur when the employee attends school functions.