NEYM Communications Director/Office Manager Job Description

Working Version, 28 June 2010

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Fiscal Year 2010 Communications Director Work Plan. Part of a comprehensive Work Plan for all staff.

Primary Function

The Communications Director/Office Manager manages internal and external communications serving as a hub for the flow of information for the Yearly Meeting, and provides administrative support for its operation. The job could be one full-time position or two part-time positions—a Communications Director and an Office Manager. See the different tasks involved with each portion of the position in the “Responsibilities and Duties” section below. The full-time position, including both aspects of the job, will involve some weekend and evening hours, at times requiring more than 40 hours per week.

Supervision/Oversight

The Communications Director/Office Manager is supervised by the Yearly Meeting Secretary, and communicates frequently with Yearly Meeting Committee clerks, and officers of the Yearly Meeting. The Communications Director/Office Manager supervises assigned administrative staff and volunteers.

Qualifications

The position requires significant experience in Friends procedures and practices, therefore preference will be given to be a member of the Religious Society of Friends. Office skills required include word-processing, desktop publishing, database management, web site management, financial record keeping, budgeting, scheduling, and use of office equipment. The Communications Director/Office Manager must be able to write and edit clear expository prose, to delegate and supervise the work of others, and respond appropriately to a wide variety of inquiries. Excellent listening, telephone, and organizational skills are required.

Responsibilities and Duties


Office Manager	Communications Director
Communication and Publications
Respond to inquiries and concerns in a thoughtful and faithful manner ministering to the needs of inquirers. Coordinate the Yearly Meeting calendar. Support the Yearly Meeting committees assisting with mailings. Arrange Committee Days. Manage inventory, sale and distribution of Yearly Meeting publications.	Coordinate assembly, preparation and distribution of Annual Sessions Minute Book. Direct the work on the Yearly Meeting website. Edit and publish the NEYM quarterly publication, The New England Friend. Assist in production of the Young Friends newsletter, The Crier.
Administrative
Meet regularly with Yearly Meeting Secretary and other staff to coordinate work and to plan how to meet the needs of the Yearly Meeting including services to the Annual Sessions, Committee Days, and monthly and quarterly meetings. Work with the Yearly Meeting Secretary to prioritize, plan, and organize the work of the office. Recruit and supervise voluntary and paid staff for office needs as assigned. Supervise the work of contractors hired for office tasks as assigned. Work with the Yearly Meeting Secretary, the Sessions Committee, and Registrar in planning for the Annual Sessions. Respond to on-site needs and concerns at Sessions.	Meet regularly with Yearly Meeting Secretary and other staff to coordinate work and to plan how to meet the needs of the Yearly Meeting including services to the Annual Sessions, Committee Days, and monthly and quarterly meetings. Work with the Yearly Meeting Secretary, the Sessions Committee, and Registrar in planning for the Annual Sessions. Respond to on-site needs and concerns at Sessions.
Information Management
Maintain appropriate records and files, providing access to current information on Yearly Meeting staff and committee activities. Coordinate bulk mailings to constituent bodies of the Yearly Meeting. Maintain office equipment and supply inventory. Support administrative needs of Yearly Meeting committees as needed.	Compile and present the annual statistical report to NEYM Sessions. Maintain the Yearly Meeting database for the membership, Meetings, and Worship Groups.

Staff Community

Strive to form with the staff, a loving and worshipping community, responsive to one another and the Yearly Meeting.
Provide leadership for the staff team with a shared responsibility for encouraging the spiritual growth and unity of purpose of the Yearly Meeting.

Liaison

Represent the Yearly Meeting when appropriate.
The Communication Director is, ex officio on Communications and Publications, Sessions Committee, and Development Committee.
The Office Manager and Communications Director will attend such committee meetings and events as seem appropriate in consultation with Yearly Meeting Secretary.

Accountability

Be accountable to the Permanent Board through the Yearly Meeting Secretary.
Be familiar with Personnel Policy Manual policies and procedures.
Communicate regularly with Yearly Meeting Secretary.
Submit expense reimbursement requests, reports, travel logs and time logs in a timely fashion.
Participate in performance appraisals.

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