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Program Associate, External Relations

Location:Baltimore, MD
Salary Range:Grade 22
Exempt/Non-Exempt:Exempt
Benefits:An excellent benefit package is offered
Employment Type:Full Time
Department:External Relations
Description:The Program Associate for External Relations (ER) advances ER's efficiency and communications, as s/he sits at the crossroads of all units and coordinates strategically with the Vice President of External Relations (VPER) and other departments within LWR. Externally, s/he is central to the facilitation and management of key external relationships for the VP's Office through timely and effective planning and communications, ensuring cross-unit collaboration. Internally, s/he is central to ER's coordination and management by facilitating strategic meetings, tracking and analyzing revenue, managing documents and procedures, and interfacing with all units and departments.
Duties:
  1. Revenue Reporting & Forecasting: Develop methods to forecast, track and analyze revenue for ER. Establish and manage systems during the forecast and budget season for the VPER and Philanthropic Engagement (PE) to evaluate and predict revenue goals. Ensure measurement tools are developed each fiscal year to effectively assess revenue goals, particularly unrestricted revenue. This includes managing the unrestricted revenue dashboard that captures metrics related to LWR's fundraising strategy. In coordination with PE and VPER, examine revenue dashboards to discuss trends, areas of growth and areas of refinement. Investigate alternative ways to measure revenue goals, with a critical eye on best industry standards.
  2. Measuring ER's Strategic Initiatives: Manage the Constituent Engagement (CE) Objective Strategy dashboard and reporting process by measuring core priority indicators. Responsible for the process and systems that track indicators on a quarterly basis and collaborate with metric owners to summarize key trends, insights and impact on organization. Develop a process for reporting metrics with the VPER, CE Objective Strategy Working Group, directors and units to following monitoring and evaluating the progress toward achieving the CE Objective Strategy.
  3. Board of Directors: Lead directors and units in the coordination of ER's reporting process to the Board of Directors. Solicit input from ER on board exhibits and the Accomplishments Reports, and emend exhibits and reports if necessary. Coordinate with relevant staff in the President's Office to compile ER-related materials for the board meetings. Support staff assigned to the Resource Development Committee: develop committee agendas, facilitate scheduling in coordination with committee chair, take and distribute minutes, track board member goals, and create reports to illustrate progress on goals.
  4. External Representation: Occasionally represent LWR at various events as a presenter, exhibitor and/or attendee. This includes a presence at congregations, synod events, and/or national church conferences, and involves collaboration with CE and PE prior to the event. Implement meeting and event planning techniques when needed to ensure a strategic presence.
  5. Internal Representation: Effectively represent the VP's office in meetings or on teams/ committees as assigned. Support units in ER on special committees, initiatives, or projects. Take notes, record observations, and gather next steps or follow up items for the VP's office.
  6. Cross-Unit Collaboration: Manage and develop systems and process in ER to ensure transparency and information flow with and between various units in ER. In consultation with the VPER and Senior Project Manager, identify cross-unit issues that require the attention of the VP's office, and apply project management techniques to them when necessary. This includes coordination between Baltimore based staff and ER staff in remote offices, as well as creating and managing an annual planning calendar for ER that tracks due dates for various reports and meetings.
  7. Meeting Management: Manage and coordinate ongoing and periodic meetings for ER. This includes Mondays @ 10, monthly ER Directors' meetings, planning meetings, ER retreats and other internal meetings. Coordination involves setting meeting objectives, establishing agendas, communicating with staff, and various meeting logistics. S/he will aim to keep the gathered party on task during the meeting and follow up on next steps collected from the discussion. Work with colleagues in various departments (particularly PO) with the planning and coordination of LWR meetings.
  8. Vice President of External Relations (VPER) Office Management: Oversee the VPER's office logistics and communications, internally and externally. This includes but is not limited to the following: scheduling meeting requests for the VPER, arranging travel logistics for the VPER, answering phones during busy times (especially during emergencies), filing the VPER's credit card and expense reports, offering input to the VP's annual plan and budget, and orientating new staff on an overview of ER. S/he would support the VP in managing external relationships and delegating constituent messages to ER colleagues for follow up. At times, the PA for ER would be privy of sensitive and confidential information, and will need to understand that with great power, comes great responsibility.
  9. Professional Development: Actively engage in professional development opportunities that will advance the PA of ER's career growth and/or advance the work of the ER department. This includes being a member of at least one professional association and finding opportunities to connect valued training back to LWR.
  10. Other duties as assigned by supervisor.
  11. 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.
  12. If travel is required - Familiarity and compliance with LWR's safety and security procedures and protocols.
  13. Willingness and ability to contribute to LWR's New Business Development initiatives.
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. Minimum of two years in communication, fundraising, marketing, public relations, constituent engagement, or membership strategies.
  4. Minimum of two years' in office administration, management, and system/ process creation.
  5. Ability to work in a fast paced environment and successfully handle multiple projects and priorities.
  6. Demonstrated experience in office administration and system/process creation.
  7. 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).
  8. Knowledge of and some experience in projecting and tracking revenue goals including, but not limited to managing revenue dashboards.
  9. Ability to be accurate and attentive to detail in project tracking and monitoring, writing, editing, typing, and filing.
  10. Ability to prioritize, organize, and carry out multiple tasks efficiently under pressure and with little supervision; ability to accept supervision. 
  11. Highly proficient in using MS Outlook and Word suite.
  12. 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.
  13. Ability to represent LWR at various events as a member of our representation team or exhibit team.
  14. Experience with and commitment to working in a very diverse workforce.
  15. Experience and familiarity with Lutheranism, church structures, and church member motivations and sensitivities preferred.
  16. 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).
  17. 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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