Welcoming Program Operations Associate

Job Description

The Welcoming Program Operations Associate plays a critical role in supporting Welcoming America’s members, the Welcoming International Alliance partners, and the operations of the Welcoming Network. Working in collaboration with Network and Operations and Finance teams, the Welcoming Network Operations Associate will act as a primary point for dues collection and the intake of members into the Network. This position will also develop and distribute weekly and monthly content to members and partners with support from other programmatic staff.

Primary Roles and Responsibilities:

Network Data Management, Analysis, and Reporting: This position manages the collection and analysis of member data and Network evaluation data including the program-specific evaluation and program metrics in the organizational dashboard. Specific responsibilities include:

• Maintaining information on Network members including program participation, demographic information, and other metrics to inform programs and organizational strategy. Ensuring that Welcoming Network data is accurate and up to date and available across the organization to support cross-functional work (eg: updating the map, donor development, speaker recruitment, etc).
• Regularly analyzing member data and sharing trends and themes with the organization on that data.
• In partnership with the Chief Program Officer, Senior Director, Network, and Senior Director, Welcoming International, developing and implementing a consistent feedback and evaluation process and tools for the Network, including programs, and Welcoming International.
• Managing processes to collect and maintain program-related data in the organizational dashboard.
  
  

Welcoming Network Intake, Dues Coordination, and Operations Support: This position manages intake for Welcoming Network members as well as managing dues collection from new and current Welcoming Network members. This position also works closely with the Senior Network Operations Manager in support of the day to day operations of the Network including disbursement of payments to members, collection of member data, distribution and collection of Network related materials including applications and forms. Responsibilities include:

• Acting as the main point of contact for Welcoming Network members on dues.
• Managing the membership@welcomingamerica.org inbox including responding to questions and developing standard responses.
• Support Senior Network Operations Manager on day to day Network Team operational functions, such as contracts, member stipend payments, and program application material collection.
• Conduct initial eligibility review of applications for Welcoming Network run programs. Manage application and scholarship review committees, including consolidating and reviewing application materials as needed.
• Manage the Welcoming Network scholarship program annually.
  
  

Member and Alliance Partner Resource Curation and Communications - This position is responsible for compiling resources for weekly communications with Welcoming Network members and quarterly communications with Welcoming International Alliance partners. They will also help field questions submitted by members on our member forum. Specific responsibilities include:

• Working with Welcoming America staff to identify relevant resources for the weekly Welcoming Network member communications including webinars and trainings, funding opportunities, and advocacy campaigns.
• Working with Welcoming America staff and Welcoming International Alliance partners to identify relevant resources for quarterly communications including new resources from Alliance partners, relevant articles, training opportunities, and advocacy campaigns.
• Answering questions posted by Welcoming Network members and Alliance Partners to online networking platforms by researching and/or working with staff to identify relevant resources.
• In partnership with the Senior Network Operations Manager implement, and maintain a member-only library of resources
  
  

Welcoming International: This position will support Welcoming International programming and campaigns including the Welcoming International Alliance. The role also runs Welcoming International’s Global Peer Connections program. Specific responsibilities include:

• Oversee from application to launch Global Peer Connections program including collecting and analyzing applications and matching participants.
• Collecting annual dues from Welcoming International Alliance partners
• Set up Alliance participants and other WI program participants on technology platforms
• Ensure that Alliance partner data is accurate and up to date in internal data management systems.
• Work closely with the Communications Team to ensure Alliance participants are added to relevant communications lists and webpages.
• Provide operational support to WI Alliance virtual gatherings.
  
  

Special Projects - The Welcoming Network Operations Associate will also support other programmatic, operational, communications, and development projects, as needed. Welcoming America is a collaborative environment where we all work together to support each other and the organization on special projects and day-to-day activities.

Skills, Knowledge, and Attributes

• Strong sense of ownership over tasks, including follow-through, and is willing to do what it takes to get the job done.
• Thrives in a very fast-paced environment and can prioritize and manage a high volume of high-stakes work efficiently without sacrificing quality.
• Ability to effectively plan and prioritize when faced with competing deadlines.
• Is highly precise, double-checking work even in crunch time
• Has a deep customer service orientation: Empathy, friendliness, and good judgment in balancing flexibility and knowing where to draw a line
• Ability to work cross-functionally and ability to assist team members on projects not regularly assigned to your portfolio
• Experience with virtual events, the Zoom platform, and interpretation/translation services a plus
• Direct experience working or volunteering for local government or community-based organizations. Experience working with immigrants or/or refugees preferred.
• At least 2 years of professional experience in the nonprofit or public sector
• Experience with CRM and CMR platforms (e.g., Salesforce, Higher Logic, Wordpress or similar) for managing customer relationships and data.
• Strong understanding of data integrity, segmentation, and analysis to drive decision-making and strategy development.