Welcoming Communities Coordinator and Membership and Events Coordinator (2 different positions)

Welcoming Communities Coordinator

The Welcoming Communities Coordinator plays a critical role in executing Welcoming America’s member and participant facing programming and developing and distributing member and participant facing content. Each year, Welcoming America runs programs and circulates resources designed to support local governments, community based organizations, national welcoming networks, and other stakeholders to put in place new policies and programs necessary to build welcoming places. The Rural Welcoming Initiative and the Inclusive and Collaborative Committees community of practice, and Welcoming International Alliance are examples of this type of programming. Working in collaboration with Welcoming America’s programmatic staff, the Welcoming Communities Coordinator will act as a primary point of contact for participants in these programs – coordinating meetings, answering questions, and supporting the project leads. This position will also develop and distribute weekly and monthly content to members and partners with support from other programmatic staff. The Welcoming Communities Coordinator will also serve as the main point of contact for members about Welcoming America’s annual Welcoming Week campaign. Because the programs Welcoming America runs each year vary, this position provides experience in coordinating a wide range of programs – from communities of practice to campaigns – on a variety of topics relevant to building inclusive communities. Applicants should be comfortable in regularly tackling new and different projects.

Program Coordination - This position will support the execution of programs related to the Welcoming Network and Welcoming International. Generally, Welcoming America staff work in small teams – usually two to three people – to develop and run programming. Specific tasks will vary from program to program, but the Welcoming Communities Coordinator will play an essential role in the promotion, intake, onboarding, execution, and evaluation of programming. Responsibilities include:

• In collaboration with other team members, developing application and intake forms, onboarding materials, and evaluation surveys.
  Coordinating the review of applications and the selection of program participants. 

  Gathering participant contracts or agreements, developing participant rosters, and/or coordinating the payment of participant stipends. 

  Acting as a primary point of contact for program applicants and participants including fielding questions on a range of topics.
  Pulling together and circulating necessary meeting materials such as participant booklets, survey responses, meeting notes, and round ups of relevant resources. 
  Collecting program-related information for communications with donors or for Welcoming America materials.  

 

Content Development - 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. As needed, the Welcoming Communities Coordinator will also work with program staff on developing programmatic tools and case studies. 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 to the member forum by researching and/or working with staff to identify relevant resources. 

   

  Curate and format international resource descriptions for the resource library, including overseeing translations as needed and collaborating with the Communications Team for upload.

   

  As needed, supporting the development of Welcoming America tools. This often includes surveying members to identify case studies that can be included in tools and connecting members to the consultant writing the tool. The Taste of Belonging Cookbook is a recent example of a tool. 

   

Welcoming Week - This position will act as the primary point of contact for members of the Welcoming Network and Welcoming International Alliance partners on Welcoming Week. The Welcoming Communities Coordinator will work closely with the External Affairs and Programs teams to develop and distribute Welcoming Network member-focused and Welcoming International Alliance partner-focused Welcoming Week materials, including overseeing translations as needed. This position will also answer questions related to Welcoming Week and support local Welcoming Week event hosts (both members and nonmembers) in entering information about their Welcoming Week event to the website.  

Special Projects - The Welcoming Communities Coordinator will also support other programmatic, operational, communications, and development projects as needed. For example, this position will likely be brought into support projects related to writing and research. 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. 

 

Qualifications.  

The ideal candidate for this role:

• Thrives in a very fast-paced environment and can manage a high volume of high-stakes work efficiently without sacrificing quality

   

  Enjoys developing systems to deliver programs through a nonprofit network 

   

  Is passionate about diversity, equity, and inclusion.

   

  Has a deep customer service orientation: Empathy, friendliness, and good judgment in balancing flexibility and knowing where to draw a line

   

  Has excellent problem-solving skills and a strong sense of ownership over tasks, including follow-through, and is willing to do what it takes to get the job done

   

• Able to effectively plan and prioritize when faced with competing deadlines and/or incomplete information

   

• Excited about connecting stakeholders to helpful resources in accessible and creative ways

   

• Experience with interpretation/translation services a plus

   

Candidates need to be able to thoughtfully navigate issues related to diversity, equity, and inclusion, and bring a deep commitment to advancing these values. Because of the diversity of our membership and program participants, candidates will also need to be able to thoughtfully navigate different work and communications styles and be comfortable with working with people with different political views. 

 

Candidates need to be willing to travel 4-8 times a year and attend occasional events outside of working hours.

 

Experience

 

• At least one year of professional, internship, or other experience in nonprofit, local government, project management or network building related work. 

   

Other Requirements COVID-19 vaccination is required for any candidate planning to work out of our Decatur, Georgia headquarters and/or traveling on behalf of Welcoming America.

 

Work Environment This position can be fully remote or work out of Welcoming America’s headquarters in Decatur, GA. Welcoming America’s headquarters operates in a hybrid work environment in which Decatur-based staff are able to work on site in our offices or remotely as the position allows. To work remotely, you must have access to a reliable internet connection. A laptop will be provided. 

 

Benefits

• Health, dental, and vision insurance covered 100%

   

  401(k) retirement plan options

   

  15 days paid vacation time annually

   

  13 sick days paid annually

   

  Paid parental leave

   

  Paid time off for civic duties and volunteering

   

  Flexible remote work policy

   

  Supplemental work-from-home benefit

   

How to Apply Submit a resume and cover letter to jobs@welcomingamerica.org with the subject line “Welcoming Communities Coordinator.”

 

 

 

 

 

Membership and Events Coordinator

The Membership and Events Coordinator plays a critical role in bringing local governments, nonprofits, and international partners into Welcoming America’s programs. The position serves as the main – and often first – point of contact for individuals attending Welcoming America’s events and entering Welcoming America’s U.S. Network, International Alliance, and Certified Welcoming program. The position is also responsible for tracking Welcoming America’s program performance data, and for supporting Welcoming America’s grantmaking to members – such as recent grants through the Fund to Foster Belonging. This position will provide experience in hosting events large and small, virtual and in person, domestic and international. The Membership and Events Coordinator will also gain experience in a range of operational systems and capacities necessary for running and evaluating a network.  This position also offers opportunities to expand the Coordinator’s personal and professional networks through Candidates should be highly detail oriented and comfortable with designing and using processes.

 

 

Primary Responsibilities

 

Welcoming Network, Certified Welcoming, and Welcoming International Alliance Payment Management: This position is responsible for managing payment collection from new and current Welcoming Network members and Welcoming International Alliance partners, and Certified Welcoming participants. Each year existing network members and alliance partners pay dues in order to renew their membership, and new members/partners pay dues to join. Local governments participating in Certified Welcoming also pay a certification fee for their assessment. The Membership and Events Coordinator works with members/partners, and Welcoming America staff to ensure this process runs smoothly, and members/partners receive a high level of customer service. Responsibilities include:

 

• Act as the main point of contact for members/partners on Welcoming Network, Welcoming International Alliance, and Certified Welcoming fees including answering questions, following up on outstanding payments, and troubleshooting with Welcoming America staff and members/partners when challenges arise. This includes managing the membership@welcomingamerica.org  and the certified@welcomingamerica.org inboxes.

   

  Work with the Accounting Team to distribute invoices, send reminders, and track payments. 

   

  Each year work with the Senior Membership and Events Manager to set a timeline and process for current member/partner dues renewal, and coordinate Welcoming America’s Network Team, International team, and Operations Team to ensure the renewal process runs smoothly and benchmarks are hit.

   

 

Intake and Onboarding for Flagship Initiatives: This position is responsible for intake and onboarding new participants into Welcoming America’s three flagship programs – the Welcoming Network, Certified Welcoming, and the Welcoming International Alliance. The Membership and Events Coordinator will work with members and participants in these three programs to ensure they are set up to fully participate in program offerings including understanding and accessing the benefits and resources available to them. Specific responsibilities include:

 

• Host regular onboarding webinars and info sessions for the Welcoming Network and Certified Welcoming to give members a better understanding of program benefits and available resources. 

   

  Schedule individual onboarding calls for new Welcoming International alliance partner contacts and Certified Welcoming participants.

   

  Working with new Welcoming Network members, Alliance partners, and Certified Welcoming participants to ensure all intake forms and contracts are completed and signed, and relevant payments are made.

   

  Setting up members and participants on the technology platforms used for each program including answering any questions about the platforms. Currently the Welcoming Network uses Higher Logic for its member forum, and the Certified Welcoming program uses Basecamp.

   

  Ensuring that member and participant data for each of these programs is accurate and up to date in internal data management systems, and working with the Communications Team to ensure members and participants are added to relevant communications lists. 

   

  Conduct research on new Certified Welcoming participants – called a desktop review – to inform the participant assessment.

   

 

Event Coordination - This position plays a lead role in coordinating Welcoming America’s events including webinars, program-related in person and virtual events, and Welcoming America’s annual conference, the Welcoming Interactive. The Membership and Events Coordinator will work with the Senior Membership and Events Manager to ensure events run smoothly. Specific responsibilities include:

 

• Coordinating webinar logistics including setting up webinars in Zoom, scheduling and participating in speaker prep calls, working with the communications team on webinar promotion, and managing day of logistics such as moving participants in and out of breakouts.

   

  Maintaining the webinar and events calendar

   

  Coordinating with consultants on interpretation for webinars and events as needed. 

   

  Managing the events@welcomingamerica.org inbox

   

  Supporting planning and logistics for the Welcoming Interactive including managing registration, session speaker contracts, speaker stipend payments, travel bookings for select speakers, and other related tasks. 

   

  Supporting planning and logistics for other program-related events, as needed.

   

 

Performance Metric Management - This position is responsible for working with the Programs Team and Welcoming Network members to collect the program-related data we use to track organizational performance and grant deliverables. Specific responsibilities include:

 

• Administering an annual member survey to assess the performance of member-focused programming and the impact of Welcoming Network members

   

  Each month collecting program related data such as the number of participants in webinars and events, and number of communities participating in Certified Welcoming.

   

  Monitoring Welcoming Network, Certified Welcoming, and Welcoming International Alliance participant efforts and impact through google alerts  

   

  Conduct analysis of compliance with the Welcoming Standard of Certified Welcoming participants to inform coaching needs 

   

 

Special Projects - The Membership and Events Coordinator 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. In particular this position will be brought in on projects related to Welcoming America’s grantmaking to members, including the Fund to Foster Belonging, and overseeing translation of particular written materials.

 

Qualifications  

 

The ideal candidate for this role:

 

• Thrives in a very fast-paced environment and can manage a high volume of high-stakes work efficiently without sacrificing quality

   

  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

   

  Has excellent problem-solving skills and a strong sense of ownership over tasks, including follow-through, and is willing to do what it takes to get the job done

   

  Able to effectively plan and prioritize when faced with competing deadlines and/or incomplete information

   

  Enthusiastic about tracking data and enjoys learning and working through complex processes and systems

   

  Experience with event planning and the Zoom platform, or interpretation/translation services a plus

   

Candidates need to be able to thoughtfully navigate issues related to diversity, equity, and inclusion, and bring a deep commitment to advancing these values. Because of the diversity of our membership and program participants, candidates will also need to be able to thoughtfully navigate different work and communications styles and be comfortable with working with people with different political views. 

 

Candidates need to be willing to travel 4-8 times a year and attend occasional events outside of working hours.

 

Experience

 

• At least one year of professional, internship, or other experience in nonprofit, local government, project management or event management related work. 

   

Other Requirements COVID-19 vaccination is required for any candidate planning to work in our Decatur, Georgia headquarters and/or traveling on behalf of Welcoming America.

 

Work Environment This position can be fully remote or work at Welcoming America’s headquarters in Decatur, GA. Welcoming America’s headquarters operates in a hybrid work environment in which Decatur-based staff are able to work on site in our offices or remotely as the position allows. To work remotely, you must have access to a reliable internet connection. A laptop will be provided. 

 

Benefits

• Health, dental, and vision insurance covered 100%

   

  401(k) retirement plan options

   

  15 days paid vacation time annually

   

  13 sick days paid annually

   

  Paid parental leave

   

  Paid time off for civic duties and volunteering

   

  Flexible remote work policy

   

  Supplemental work-from-home benefit

   

How to Apply Submit a resume and cover letter to jobs@welcomingamerica.org with the subject line “Membership and Events Coordinator.”