Essential Job Functions
- Manage and maintain Executive Director's calendar.
- Manage information for Executive Director's use in meetings with organization staff, volunteer leadership, and outside parties.
- Manage Board of Directors, Board Committees, and Regional Advisory Councils meeting and teleconference scheduling, logistics, minutes, and rosters; manage other partnership/ coalition meeting scheduling and logistics as needed.
- Track and report volunteer leadership activities as appropriate.
- Manage special projects as requested.
- Act as Office Manager; maintain office equipment, including phone system, photocopiers, and postage meter; maintain office supply inventory, order supplies and manage office supply budget; maintain chapter parking passes and office keys; collect, open and distribute mail; manage chapter computer inventory; manage chapter brochure inventory.
- Provide training, day-to-day oversight, and guidance to front desk volunteer receptionists. Oversee, and manage projects for, front office volunteers. Act as backup receptionist as needed.
- Provide onsite IT support to staff as needed.
- Coordinate with Chapter landlord/property managers, National office management team, and National Helpdesk as needed.
- Provide administrative support to the Director of Operations as requested.
- Maintain and update chapter calendars, including the community programs calendar on the chapter's website as needed.
- Accounting: Assist Accountant with chapter cash handling, including preparation of daily cash receipts logs and other tasks as assigned.
- HR: Coordinate onboarding of new staff, including setting up workstations and computers, issuing keys/passes, setting up cell phones, etc.
- Recruit and screen new volunteers, and conduct volunteer orientations and trainings.
- Develop and implement volunteer recruitment campaigns.
- Promote volunteer opportunities with fliers, social media, Volunteer Match and other websites, and other methods as appropriate.
- Manage volunteer application processing, screening, background checks, and reference checks; work with Chapter staff to match prospective volunteers to established chapter needs, and refer those not matching to other sources.
- Schedule orientation sessions for new volunteers at least once a quarter, or more often as needed, using the Volunteer Handbook as a guide.
- Work with Chapter staff to ensure that all volunteers receive appropriate, task-specific training.
- Schedule volunteer activities as appropriate to meet community and Chapter needs.
- Work with staff to identify volunteer needs and opportunities.
- Work with staff to ensure updated position descriptions are available for all volunteer positions.
- Maintain a schedule of volunteers.
- Communicate with volunteers and staff in multiple programs and locations.
- Request and utilize feedback from volunteers and staff supervisors to evaluate the effectiveness of volunteer placement.
- Track volunteer activities and provide human resources support as needed.
- Maintain volunteer database and track individual volunteer activities.
- Maintain and update the Volunteer Handbook.
- Establish and implement regular evaluation process for volunteers in order to assess volunteer satisfaction and success.
- Complete exit interviews for all departing volunteers.
- Ensure that all volunteers are reimbursed for pre-approved expenses pursuant to Chapter guidelines.
- Organize volunteer recognition events in collaboration with Chapter staff.
- Provide presentations on volunteerism and the Alzheimer's Association as requested.
- Manage the chapter's community outreach events calendar; recruit volunteers and staff to assist at community/outreach events.
- Provide training, guidance and support to volunteers responsible for staffing tables at community events.
- Make presentations and provide information to community partners on the programs and services we provide.
- Provide blog/newsletter content as requested.
- Represent the Chapter at public events, conferences, and media events as needed.
- All staff are required to comply with all Association policies, procedures, standards, and applicable regulatory requirements.
- All staff are required to support and participate, as requested, in Association events, including but not limited to the Walk to End Alzheimer's, A Reason to Hope, and chapter conferences.
- All staff are expected to support and participate in formal advocacy and public policy activities as requested.
- Other duties as assigned.