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Associate Director, Membership and Operations/Procurement

National CASA/GAL Association

Associate Director, Membership and Operations/Procurement

Location: Atlanta, GA

Position Purpose
The National Court Appointed Special Advocate/Guardian ad Litem (CASA/GAL) Association for Children fulfills society’s most fundamental obligation by making sure a qualified and compassionate adult will fight for and protect an abused or neglected child’s best interest. The mission of National CASA/GAL, together with its state and local members, is to support and promote court-appointed volunteer advocacy so that every abused or neglected child can be safe, establish permanence and have the opportunity to thrive. Today, only 40% of the abused or neglected children in the system have access to a CASA/GAL volunteer. The National CASA/GAL organization is committed to ensuring 100% of these children have access to a CASA/GAL volunteer.

Breaking New Ground
Starting in 2019, National CASA/GAL launched a multi-year campaign, “Change a Child’s Story”. The campaign is an integrated campaign designed to reach out to a wide range of constituent groups and was deployed across a wide spectrum of media. In addition to this campaign, National CASA/GAL has developed a new strategic framework that is informing and guiding our efforts through a major reorganization, development of a new business model, and a plan for the future direction of our organization, including the launching of a major capital campaign. The team that will drive these changes will be hands on leaders, critical thinkers and problem solvers, relationship builders, collaborative decision-makers, as well as effective communicators, and entrepreneurial and change leaders.

Position Summary
The Associate Director Membership and Operations (Procurement) works across the organization in a role of support and procurement management. Working to support the organization’s operations function and the work to support the network, the Associate Director plays a broad role to ensure that standard operating procedures are in place and adhered to with consistency and effectiveness. Areas of involvement include supporting IT services, working closely with technology, managing supply and inventory orders for our Atlanta office, training staff on the use of phone, A/V equipment, and ensures training on policies, procedures and systems are being delivered effectively.

Principle Responsibilities
Atlanta Office Operations Support:

  • Supports registration systems needed for large events to include the annual CASA/GAL Conference.
  • Provides support to the membership renewal function, gathering data and sending out communications as needed.
  • In partnership with the Operations Officer, manages the day to day operations of the Atlanta Office.
  • Supports IT services for the Atlanta office staff and works with any local IT vendors as well as the Seattle based IT team members. Handles basic help-desk functions for the Atlanta Office staff and helps troubleshoot any IT issues;
  • Works closely with Technology to ensure systems that support network initiatives, projects, and workflows operate smoothly and in support of successful outcomes.
  • Manages supply orders and all inventory in the Atlanta Office in coordination with the Director of Administration and the Operations Officer
  • Trains Atlanta office staff on the use of the telephone systems, audio visual equipment, copies, printers, etc. and supports the onboarding of all new staff and ensures training on policies, procedures, and systems.
  • Provides back-up support to all operational support areas to include serving as a back-up to the training and development function and scheduling and the management of the online course offerings, staff travel and meeting logistics planning
  • Responsible for setting up new staff members, arranging seating and office assignments for new staff.
  • Maintains expertise in technical applications and systems and provides on-boarding training and set-up support on approved National CASA/GAL core operations applications to include but not limited to: salesforce, smart sheet, office suite, phone systems, etc.
  • Provides back-up to logistics planning for the Highly Effective Review Process and the local program review process as needed.
  • Support the annual conference logistics planning and provides support to the planning team as needed for conference planning and training.
  • Sources hotels and events space for meetings held in the Atlanta Office and other events around the country.
  • Manages the day- to-day operations for the Atlanta Office to include the management of facilities, staff parking, common space reservations, and serves as the point of contact for the office building.
  • Manages logistics for Atlanta based trainings to include room rental, food prep and set up and other logistics to support Atlanta based meetings.
  • Develops standard operating procedures as needed for the operations and membership functional areas;
  • Manages equipment, furniture and other office repairs in the Atlanta Office;
  • Supports registration systems needed for large events to include the annual CASA/GAL Conference.
  • Provides back-up support for the travel program to include ability to booking travel, arranging travel logistics and supporting travel arrangements for Atlanta based programming, meeting and activities.

Member Services Support:

  • Serves as the east coast Member Services lead, to ensure coverage of inboxes and phone coverage for early morning operating hours and provides back-up support for other functions that support the CASA/GAL Network.
  • Provides back-up support for the membership renewal process, to include the collection of records and reaching out to programs for items needed to complete membership.
  • Provides customer service and support to members and internal staff.
  • Trains staff in the functional area on uses of the CRM and processes for data entry
  • Provides back-up support to Member Services team in all areas needed to ensure coverage through vacation and leave periods.
  • Provides support to the membership renewal function, gathering data and sending out communications as needed.

Procurement:

  • Works in partnership with the Operations Officer on the management of the procurement program.
  • Works in partnership with the Director of Administration on the purchasing process for Atlanta Office purchases.
  • Assist with the preparation of procurement documents and advising on vendor relationships;
  • In partnership with Operations Officer develops/Approves specifications, purchase orders, change orders and related documents in the procurement process
  • Prepares the technical specifications and terms/conditions for the acquisition of goods, services and projects;
  • Develops and modifies purchase documents prepared by NCASA staff
  • Organizes and supports vendor negotiation sessions;
  • Prepares and keeps records of all documents associated with procurement and purchasing.
  • Coordinates and conducts vendor meetings, site inspections and pre-bid conferences

Qualifications

  • 5+ years’ experience in a related position
  • Bachelor’s degree or equivalent combination of education and experience
  • Excellent technical skills including Microsoft Office suite and ability to quickly learn other technical systems and processes
  • Demonstrated customer service skills and experience
  • Experience in office or facilities administration/management preferred
  • Demonstrate strong interpersonal skills, sound judgment and the ability to work independently as well as collaboratively internally and externally.
  • Demonstrate ability to embrace and exemplify organizational competencies and values.
  • Work well under pressure and deadlines and be skilled in prioritizing responsibilities.
  • Become a steward and ambassador for the CASA/GAL mission and brand.
  • Business acumen, including both industry, financial and regulatory perspectives
  • Experience managing projects from source to implementation
  • Experience in negotiating pricing, contract terms and conditions and statements of work
  • Excellent communication and stakeholder management skills
    Salary and Benefits

Salary and Benefits
National CASA/GAL offers a competitive salary, health and welfare benefits, and generous paid leave including vacation and sick leave. This is a full-time exempt position.

National CASA/GAL is headquartered in Seattle, Washington, with additional offices in Washington D.C. and Atlanta, GA, and is committed to an inclusive and welcoming workplace environment. National CASA/GAL has been certified by the Standards for Excellence Institute for ethics and accountability in the nonprofit sector.

Organizational Values
Adaptability ◦ Collaboration ◦ Integrity ◦ Respect ◦ Quality ◦ Service ◦ Stewardship

To apply: Send resume and cover letter to employment@nationalcasagal.org with a subject line of Associate Director, Membership and Operations/Procurement.

National Court Appointed Special Advocate/Guardian ad Litem (CASA/GAL) Association for Children
100 WEST HARRISON, NORTH TOWER, SUITE 500, SEATTLE, WA 98119
https://nationalcasagal.org