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Program Assistant for External Relations

Location:Baltimore, MD
Salary Range:Grade 5
Exempt/Non-Exempt:Non-Exempt
Benefits:An excellent benefit package is offered
Employment Type:Part Time
Department:External Relations
Description:The Program Assistant for External Relations provides substantive, logistical, and administrative support to the Vice President for External Relations (VPER). S/he serves as the axis for coordination across ER areas and, in some cases, between ER and other LWR departments. Responsibilities are carried out at headquarters in Baltimore, Maryland, USA.  Occasional domestic travel may be required. This is a part-time position (20 hours per week).
Duties: 
  1. Develop and maintain systems and processes to ensure information flow with and between ER areas (Congregation and Community Engagement, Marketing, Philanthropic Engagement, Donor Services and Creative Services) and between Baltimore based ER staff and ER staff in remote offices.
  2. Create and manage an all-ER calendar (created in collaboration with ER directors and other staff) that tracks projects, mailings, due dates, events, meetings and other items that require ER response or that present ER/LWR opportunities.
  3. Assist with incoming correspondence for the VPER, reply to routine correspondence, and draft responses to correspondence as requested.
  4. Maintain meeting schedules and appointments, make travel arrangements, process the VPER's expense reports, screen telephone calls, and send out materials/documents for the VPER.
  5. Create and manage a filing system (paper and electronic) for the VPER (Ensuring that the system works for all of ER and leads a consistent filing system - electronic and otherwise - for the department. Also ensure that ER Directors and others have access to information they might need and that confidential information is kept separately).
  6. Schedule and coordinate External Relations meetings and retreats, including the weekly Monday at 10 meetings, quarterly departmental meetings and periodic departmental retreats and departmental planning meetings.
  7. Assist in the creation of, reconciliation of and tracking of VPER's budget.
  8. Coordinate production of External Relations reports, including the President's Reports, Accomplishments Reports, reports to Lutheran church bodies, proposals, the ER Manual and strategy framework, and ER workflow and systems. Work with relevant staff in the President's Office to compile ER-related documents for presentation to the board of directors
  9. Actively engage in the development and periodic review of ER's strategy, policies, procedures, manuals, and guidelines.
  10. Act as a "back up" for LWR's incoming phone lines when regular phone staff are absent or call volume is high.
  11. Support the planning, execution, documentation, and coordination of ER's role in LWR's strategic planning, annual planning, and evaluation, organizational effectiveness, and learning processes, as requested.
  12. Be responsible and accountable for engaging US Lutherans effectively in the work of LWR and ensuring that LWR's work in marginalized communities is of the highest quality and integrity.
  13. Serve as a back-up during busy times or staff absences in answering the LWR phone lines.
  14. Provide support to the ER Department (in a back up role) to ensure a timely response to constituents during LWR's response disasters and complex emergencies.
  15. Other job related duties as assigned by supervisor.
Qualifications: 
  1. Deep commitment to LWR's core values and ability to model those values in relationships with colleagues and partners.
  2. Bachelor's degree in a relevant field or the equivalent experience.
  3. Effective written and verbal communications skills in English. Ability to edit and proofread a plus.
  4. Knowledge of and some experience (2-3 years) with communication, fundraising, marketing, public relations, constituent engagement or membership strategies preferred.
  5. Demonstrated experience in office administration and system/process creation.
  6. Demonstrated experience in supporting the creation of and reconciliation of budgets (including, but not limited to tracking costs and processing invoices, vendors/contracts, and budget variance analyses).
  7. Ability to be accurate and attentive to detail in project tracking and monitoring, writing, editing, typing, and filing.
  8. Ability to prioritize, organize, and carry out multiple tasks efficiently under pressure and with little supervision; ability to accept supervision. 
  9. Highly proficient in using Word, Excel, Access, Outlook, and social media
  10. Great interpersonal skills, ability to effectively and seamlessly represent LWR in a positive way and ability to be both a team leader and a team player and to work with people of varied backgrounds.
  11. Experience with and commitment to working in a very diverse workforce.
  12. Familiarity with Lutheranism, church structures, and church member motivations and sensitivities preferred.
  13. Excellent customer service skills -- Ability to serve as the first and sometimes only experience US Lutherans have with the LWR brand (especially on the phone and in correspondence).
  14. A desire and capacity to represent LWR (including answering questions and "selling" LWR) at events as an occasional member of our exhibit and representation team.
  15. A sense of humor and a desire to work hard as part of a team where everyone will "pitch in" to help whenever and on whatever is needed and that values the input, ideas, creativity and work of everyone on that team.


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