Regional Services Coordinator

Transcription

1 JOB TITLE: Regional Services Coordinator REPORTS TO: Executive Director CONSULTS WITH: Executive Director and Other Key Staff SUPERVISES: Interns and Volunteers SUMMARY: In a small and evolving organization such as the Coalition, it is important to make clear that we all participate in the tasks that need to be done. At times our responsibilities not only overlap, but also each of us must have the knowledge and the willingness to pick up responsibilities for each other. Therefore, there are areas that are not listed in this job description that may require that the person in this position be involved in limited ways. The person in this position will also arrange for coverage of duties during times of planned absence (vacation, days off, etc.). REQUIREMENTS: Minimum BA/BS degree in a public administration, communications, or health-related field. As travel through a 9-County Region surrounding Monroe is the basis for this position, candidate must have and maintain a clean driving record, valid Driver s License, proof of insurance, and reliable transportation. Exceptional organization skills, communication (both oral and written) skills, computer skills (MS Office), and time management skills are required. Web/HTML knowledge and basic knowledge about breast cancer and breast cancer issues is helpful. Working knowledge of WordPress a plus. This salaried position is five days/40 hours per week and requires occasional evenings and weekends. GENERAL SCOPE: Represent the Breast Cancer Coalition in all aspects of regional community engagement, including educational programs and workshops. Through regional community engagement, the Coalition seeks to establish meaningful partnerships with the regional medical providers, faith-based communities, academic institutions, legislative and appointed officials, the business and nonprofit sectors, community-based organizations (CBOs) and others to promote the work of the Coalition, provide services to Breast and GYN Cancer survivors, and collaborate with other agencies and institutions. Outreach initiatives include, but are not limited to, health fairs, festivals, public speaking opportunities, and representation of the Coalition at public and private events. Duties and Responsibilities: Maintain direct contact with regional members/callers/visitors via telephone and/or visits to the Coalition or community events Insure completion and maintenance of regional participant/caller/visitor intake forms, contact notes, and files are done regularly Manage regional client mailing lists, attendance sheets, and other submitted contact information, ensuring information is added and updated to main database Communicate with clients regularly and timely through direct mail, and social media Maintain and update regional client database

2 Utilizing other staff members, appropriately assess client needs in appropriate and timely manner, and schedule BC 101, BC 201, GYN 101 and GYN 201 as needed Coordinate and make referrals between clients and community resources Coordinate and/or conduct web searches for clients regarding specific information needed Conduct follow-up calls with participants/callers/visitors as needed Schedule workshops and seminars, ensuring that facilitators and presenters are secured and have the necessary materials Ensure set up and break down occurs for all regional programming Participate in annual Peer Advocates Lending Support (PALS) training Evaluate all events/programs, providing data to Executive Director Support, assist with planning, collaborate, and attend: All major events, including three major fundraisers Administration and Office Management Administrate regional programming grant(s) - This position is grant-funded - Develop annual budget - Write annual work plan - Respond to NYSDOH requests and meet requirements for funding (e.g., use contractors who are State-certified MWBEs) - Submit monthly vouchers to NYSDOH - Submit outcomes reports as required Assist with program advertising and marketing, and coordination with mailhouse where needed Serve as a member of the Coalition s Regional Community Outreach Committee - Maintain Committee roster - Work with Executive Director and Committee Chair to determine Committee priorities, activities, and steps to engage elected representatives for continued support of the Coalition s work - Communicate pertinent information to Committee through , Facebook group, phone, and USPS as appropriate Assist in production of Coalition s quarterly newsletter: - Contribute Regional Outreach Director column - Increase regional distribution opportunities for newsletter, as appropriate Develop all content for four-page regional insert, including but not limited to: - Feature article - Survivor Spotlight - Sections on what regional survivors can access now, as well as recaps of past events and announcements on upcoming events - Photos - Assist Graphic Designer with lay-out of regional insert Utilizing WordPress, maintain the Regional section of BCCR.org with updates of upcoming regional events and activities

3 Regional Evening Educational Seminars Identify survivor interests and needs for purpose of educational program planning Build relationships with regional physicians, providers, and other possible speakers for Coalition seminars Coordinate the planning of all regional educational programs, as needed and as funding allows - Oversee the planning, development, marketing, implementation, completion, and evaluation of all regional educational programs (Matrix system utilized) Enlist support of regional New York State representatives for regional programming - Collaborate with local office staffs to increase awareness of Coalition programs Engage potential collaborators (E.G., libraries, health systems, etc.) to become community co-sponsors of seminars as appropriate Engage local volunteers to participate in set-up, sign-in, and clean-up Manage client mailing lists, sign-up sheets, and other submitted contact info and updates for organization s database Maintain targeted group lists in marketing software Coordination of Regional Programming Oversee program sign-up processes Ensure that all support programs have the necessary facilitators, leaders, supplies and materials Ensure set-up and breakdown are completed for all support and education programs. Oversee scheduling and staffing of all support programs Maintain addresses and database of all program participants, as available Ensure all clients addresses and pertinent data are entered into GiftWorks Send reminders about all programs 1-7 days ahead, as appropriate Plan and participate in PALS Trainings twice annually, or as needed Be alert for individuals who would be willing to act as PALS (Peer Advocate Lending Support) for someone with a new breast cancer diagnosis or a diagnosis of Metastatic disease Coordinate and/or conduct research or web searches for clients, healthcare professionals, and others, when requested Maintain statistics for attendance for each program/event Utilizing staff, coordinate appropriate referrals to the following resources and services: o Other staff o BC 101 o BC 201 o Brown Bag Friday: Breast and Gynecologic Cancer Survivors o Networking Groups o Common Ground: Living with Metastatic (Advanced) Breast Cancer

4 o LANROC Networking Group o Healing Arts Initiative o PALS (Peer Advocates Lending Support) o Community Support Groups, if these exist o Institution Support Groups, if these exist o Psychotherapists o All other programs Regional Outreach Responsibilities Cultivate and nurture a network of referral agencies/collaborators throughout the Finger Lakes region of Central and Western New York to create collaborative relationships for serving survivor communities Present on Coalition programs to regional medical staffs (e.g., treatment center nursing staffs, family medicine staffs, one-on-one Q&As to small practices) Actively seek opportunities to speak to existing groups (e.g., senior groups, church clubs, etc.) in regional communities to expand understanding of the Coalition s mission and programs Participate in regional or county level interagency councils / partnerships as able (e.g., Genesee Valley Health Partnership Chronic Disease Committee, Community Resource Network of Livingston County, Genesee County Interagency Council, etc.) Recruitment and Training of Program-specific Contract Employees, Consultants, and Volunteers Identify, contact, and screen potential volunteers for involvement in program and outreach areas of the Coalition including, but not limited to, regional evening seminars, regional programming, regional health fairs and festivals, regional newsletter delivery, etc. Refer volunteers to Special Events or Outreach Coordinator, when appropriate Participate in the recruitment and scheduling of facilitators of regional programs and support groups, as needed Engage regional survivors to enroll in PALS (Peer Advocates Lending Support) mentorship training Participate in development of training materials and training programs for volunteers who will serve as PALS Mentors Event Support Support the efforts of staff and volunteers by attending these major Coalition fundraisers: Pink Ribbon Run & Family Fitness Walk (Mother s Day morning), Teed-off at Breast Cancer Golf Tournament, and ARTrageous Affair (Autumn), plus three (3) other key events: Volunteer Celebration (March), Legislative Reception (August), Holiday Open House

5 EXPERIENCE: Minimum 5 years experience in nonprofit organization, program and/or support services Excellent oral and written communication skills required Dedicated team player with demonstrated ability to work independently, provide direction to projects, and handle stress Demonstrated time management and organizational skills Knowledge of Microsoft Office, Excel, Salsa/DonorPro, and Constant Contact is highly desired EDUCATION: Minimum BA or BS degree in a public administration, communications, or health-related field RELATIONSHIPS: Works closely with Executive Director Collaborates with all staff, especially Office Manager and Graphic Designer Supervises Interns, as appropriate Directs participation of key volunteers Relates to general public, donors, and vendors PHYSICAL AND MENTAL DEMANDS Requires judgment, integrity, and tact Must demonstrate initiative and excellent interpersonal skills Requires the capacity for adherence to detail Must be flexible and well-organized, a creative problem solver, and politically savvy Must be able to oversee and coordinate several projects simultaneously and meet numerous deadlines Must have ability to work independently and maintain professional work style Must be able to endure long periods of sitting, using a phone, and computer Must be able to lift, carry, push, or pull 25+ pounds Will be exposed to heat during outdoor special events The Breast Cancer Coalition is a scent-free environment OTHER Periodic evenings and occasional weekend work required Forty (40) hours per week Salary $40-42K based on qualifications and experience Benefits include vacation, holiday, sick days; 50% healthcare (optional) and 403b (optional) CHECKLIST: o Cover letter stating interest, experience, and specific qualifications to employment@bccr.org o Resume/CV o Professional References upon request o PLEASE NOTE: NO CALLS OR WALK-INS