Our team is growing! We currently have two positions open at West Cancer Foundation and are searching for two talented individuals to join our team and help make a difference in our community. Job descriptions and application links for the Executive Administrative Assistant and Community Engagement & Outreach Manager positions can be found below.
Executive Administrative Assistant
We are searching for a full-time Executive Administrative Assistant to support the Executive Director. This position is responsible for providing general administrative support as needed. This person will help manage day to day operations and will be responsible for a variety of administrative and clerical tasks. This person must be self-motivated and enthusiastic about the work of WCF. In addition, this person must be community minded, possess a passion for our mission, and have the ability to convey compassion. To be successful on this team, this person must have a strong desire to have a direct impact on our community and health outcomes as it relates to our mission.
Essential Duties and Responsibilities:
• Provide administrative support for WCF programs and services
• Enter donor information in Virtuous, WCF’s Constituent Records Management database
• Assist Executive Director with regular stewardship tasks as identified in Virtuous
• Keep Executive Director informed with monthly spreadsheets of lapsed donors
• Maintain all organizational files and documents
• Ensure all documentation for outreach programs, including intake forms, vouchers, and email requests are properly completed and stored per IRS guidelines
• Qualify participants for outreach programs per guidelines set by WCF, IRS nonprofit regulations, and Medicare/Medicaid
• Ensure all financial, governing, development, and insurance documents are properly saved to shared drive
• Assist Executive Director with preparation for Board of Directors, Executive Committee, and Sub-Committee meetings as needed
• Schedule all meetings and secure locations
• Sit-in all meetings and take minutes/notes
• Send pre-work for all meetings to board members which includes printing agendas, minutes, and other documents as needed
• Ensure AV equipment is properly working for meetings
• Schedule outreach opportunities in the community to maximize number of individuals reached
• Serve as point of contact for outreach program participants and provide a high level of customer service to all constituents
• Maintain database of all community partners, referral sources, and congregational partners
• Insure that WCF literature is distributed to all community partners, including mechanism to re-supply as needed
• Maintain calendar of outreach activities, including community events, workshops, appearances and other communication opportunities
• Maintain detailed database of all volunteers
• In conjunction with Executive Director and marketing team, assist with opportunities for volunteer appreciation
• Attend and assist with all fundraising activities and events
• Beyond approved programs and services provided by WCF, maintain database of all resources available for cancer patients that aren’t currently addressed by WCF
• Assist with donor communications, including appeal and thank you letters
• Ensure tribute cards are mailed within 48 hours of receipt
• Coordinate bulk mailings
• Field all phone calls
• Manage Executive Director’s Calendar
• Schedule regular staff meetings and prepare agendas
• Collate and distribute mail, both internal and from WCF’s post office box
• Collect and maintain annual copies of all Certificates of Insurance for all vendors
• Purchase office supplies and maintain inventory
Apply today: https://bit.ly/3QLD5qd
Community Engagement & Outreach Manager
We are searching for a talented and professional Manager of Community Engagement and Outreach Programs. The Manager will represent WCF in the community and work with WCF Executive Team to develop and implement initiatives that increase our mission in the Memphis MSA. The candidate for this position must be community minded and possess a passion for our mission and strong desire to have a direct impact on our community. Within the organization, this position maintains collaborative relationships with the Executive Director and staff. In conjunction with the WCF Board of Directors and the Community Engagement Committee (a sub-committee of the WCF Board) this position identifies, maintains and grows collaborative relationships with all stakeholders.
Essential Duties and Responsibilities:
- Together with the Board and Executive Director, provide recommendations for programmatic growth
- Plan, manage, and execute all WCF programs and services
- Prepare and monitor annual budget for community outreach and programs activities
- Understand and continually identify barriers to cancer care through collaborations and regional and national research
- Recommend and develop new programs to support the strategic direction
- Work closely with stakeholders to plan and develop scope, deliverables, required resources, work plan, and timing for new initiatives/programs
- Create and manage long-term goals
- Work with research partners at University of Memphis (UofM)
- Provide monthly data/demographics reports for programs to UofM partners
- With UofM School of Public Health, develop evaluation method to assess program strengths and identify areas for improvement
- Develop, manage and maintain surveys for program participants to measure satisfaction, quality, performance, and organizational standards
- Develop Community Engagement and Outreach Committee, sub-committee of Board of Directors
- Maintain regular meetings with Chair of Community Engagement Committee
- On-going meetings with stakeholders to make communication easy and transparent regarding project issues and decisions on services
- Analyze program risks
- Provide quarterly board reports for Chair of Outreach Committee
- Provide program metrics for annual report
- Working with Executive Director, secure minimum of $50,000 in grant funds to support programs
- Maintain active list of grant opportunities to fund programs, assist in execution of grant proposals, and collect and compile data needed for follow-up and reporting
- Build, grow and nurture relationships with all organizations that have shared visions and are committed to changing health inequities in our community. This includes, but is not limited to all hospital systems, oncology providers, primary care physicians, and Federally Qualified Health Centers in the Memphis area.
- Participate in outreach opportunities in the community to maximize number of individuals reached
- Attend and assist with all fundraising activities and events
- Use WCF’s CMS (Customer Management System) to track and maintain communications with and participation of stakeholders
