Operations and Membership Manager

CORE Group, DC, United States

Skill Required:, Finance and AccountsHR and Admin
Email for CV Submission: 
Closing Date for Applications: 
30th August, 2021


Job Description

INTRODUCTION:

  • The purpose of this position is to provide overall office management and coordination for CORE
  • Group activities including online and in-person event management, membership support, and
  • human resources, ensuring administrative excellence for the organization and CORE Group’s
  • International Community Health Network. In this vital support role, this employee interacts with

all facets of CORE Group daily operations.

  • This is an exciting position for someone that loves working with people, interacting with them to
  • highlight their work, and believes in the power of collaboration. If you are a positive, creative
  • and out-going person, who is dynamic in their interpersonal relationships- this is the job for you!

TIMEFRAME: Immediate

DUTIES AND RESPONSIBILITIES:

Office Management

  •  Liaise with vendors, contractors and consultants as needed, including IT Support, office supply procurement, phone, internet, travel, insurance, restaurants and food vendors, etc.
  •  Schedule and facilitate semi-monthly staff meetings
  •  Maintain files and records both on the shared drive and in written form. Consolidate, integrate, and eliminate files as needed.
  •  Maintain the Executive Director’s (ED) schedule
  •  Establish and maintain office systems ensuring compliance with and updating of userfriendly administrative guidelines and standards of procedure for CORE Group.
  •  Supervise temporary administrative staff and interns as necessary.
  •  Support staff, consultant and guest travel domestically and internationally.
  •  Support Project Staff as requested.
  •  Manage office, including mailings and supplies, serve as liaison to all office and building
  • contractors and act as receptionist and gatekeeper for CORE, Inc. ensuring that CORE is perceived as a hospitable, responsible, and accountable.
  • Maintain corporate credit card for operations purchases, Including travel, admin, etc.,

Administration, Finance and Human Resources

  •  Take minutes of the Board of Directors (BOD) meetings, track all BOD resolutions, provide
  • updated materials to BOD, ensure minutes are filed on the shared drive, and support
  • activities of BOD committees.
  •  Support hiring process as needed, reviewing applications, scheduling interviews, onboarding, etc.
  •  Manage on-boarding process of new staff and interns, in coordination with Director of

Finance and Administration and Executive Director.

  •  Ensure quality, effectiveness, and efficiency of administrative and human resource policies and procedures, with staff feedback.
  •  Conduct government due diligence checks for vendors, employees, and others
  •  Works with Director of Finance on membership accounts and payments.

Membership Relations

  •  Act as first and primary contact for prospective CORE Group Members.
  •  Develop, facilitate, and manage applications for membership and approval process, and prepare quarterly membership reports for the Board of Directors.
  •  Ensure quality and efficiency of Membership process and procedures.
  •  Update and maintain the CORE Group Membership Database including vendor, member, consultant, and partner information.
  • Design and implement new logistical processes to support growing membership as needed.
  • Work with other CORE Group staff on member engagement and feedback activities
  •  Ensure regular processing of all membership invoicing and follow-up associated with annual dues; Background in accounts processing is highly desirable

Event Management

  •  Assist with the logistical management, execution, and analysis of meetings and workshops,
  • particularly CORE Group’s Conferences and other events. This includes negotiating venue
  • contracts, liaising with vendors, and monitoring participant registration, payment, and
  • attendance, as well as other tasks as necessary.
  • Manage venue selection process; negotiate hotel/venue to protect the interests of CORE

Group legally and financially

  •  Liaise with vendors to ensure timely and accurate services, including food and beverage orders, room set up, audio/visual supplies, etc.
  •  Track spending on events and report costs and revenue.
  •  Manage participant registration and attendance
  •  Manage growing Event Volunteer program.
  • Coordinate event marketing with CORE Group Communications/KM Team.
  •  Support staff, consultant and guest travel domestically and internationally.
  •  Design new logistical processes to support growing meetings as needed
  •  Coordinate with CORE Group communications/KM team to update/create all meeting materials
  •  Oversee and contribute to conference/event/session design and content and manage
  • information around content of conferences and events
  • Perform other duties as assigned using judgment and initiative.

KNOWLEDGE, SKILLS, AND ABILITIES

  • Bachelor’s degree and related administrative, organizational and analytical
  • experience required. High quality work and attention to detail is essential in this role.
  •  Must have strong interpersonal skills and demonstrate a customer service orientation by responding to difficult situations with tact and diplomacy.
  •  Dynamic, outgoing and creative person who enjoys working with people and the
  • customer service” element of membership engagement is necessary.
  •  Strategic thinker, who can provide constructive and meaningful ideas/solutions for
  • CORE Group membership growth and engagement, office management, and events.
  •  Must possess excellent oral and written communication skills.
  •  Must have the ability to manage multiple projects, work independently and meet deadlines, and enjoy diversity of tasks. Attention to detail is a must.
  •  Must demonstrate flexibility and adaptability to changing work schedules, workflow and job duties.
  •  Must have the ability to work successfully as a part of the team, as well as independently
  •  Event planning experience a plus
  •  Experience with website software a plus
  •  Knowledge/interest in global public health
  • Fluency in English required. Knowledge of French and/or Spanish helpful.

HOW TO APPLY

  • Please email your resume and cover letter to jobs@coregroup.org. Use “Manager_Operations
  • and Membership” as the subject line. No phone calls please. Only potential interviewees will be
  • contacted. Women of color, LGBTQI+, people living with disabilities, and women are encouraged to apply.

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