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Chief of Staff in Dallas, TX at The Family Place

Date Posted: 9/6/2018

Job Snapshot

Job Description

Position Summary:  Enables the CEO to work effectively with internal and external stakeholders and clients to fulfill the commitments and mission to The Family Place staff, clients, funders, partners and Board of Directors; liaison to Board of Directors, business associates, clients and staff; collaborates/coordinates grant research and proposals with grants writer. Supervises the Database Coordinator.

  • Responsibilities:
    Directs the grant writer and reviews and ensures all foundation and corporate grants are submitted on-time; researches and prepares grant proposals, in conjunction with the Grant Writer, and monitors, tracks and prepares required reports for funding entities; maintains grants calendar; and prepares materials for grant site visits.
  • Assists in setting grant strategies for requests through annual plan and helps to set quarterly check in’s for status updates.
  • Assists in the budget development process for foundation and corporate grant proposals; serves as a liaison with principals and other departments on issues regarding foundation and corporate grants; monitors and manages grants income goal. Establishes timeline and makes assignments accordingly.
  • Serves as the lead organizer in the government grant RFP process; delegates tasks in the proposal process, and assesses each grant request.
  • Manages the Database Coordinator position to ensure the successful outcomes of agency including the collection of data, data integrity, producing statistical reports and providing statistical information to funders and donors.
  • Approves employee’s scheduling, time off, time sheets and collaborates with the CEO regarding employee development, training, disciplinary process, etc.
  • Identifies areas of improvement and streamlines and centralizes the process in order to improve efficiency and quality of proposals.
  • Spearheads implementation of technology to improve the government and foundation grant process; leads efforts to create centralized data dashboard to provide live, accurate data for grants and other departments.
  • Prepares content for and manages meetings for all grant related items, agency donors, United Way presentations, Board of Directors, community leaders, government officials, legislative offices and peer executives; confirms objectives for the meetings with CEO; ensures participants are aware of and prepared for meetings; attends meetings and captures major take-a ways and ensures timely correspondence is prepared for participants; represents the CEO in meetings or speaking engagements as needed.
  • Manages projects of commitment directly involving the CEO and her direct reports, with advance agreement and understanding of the project timeline, commitment and projected outcomes.
  • Develops and drafts communication on behalf of the CEO related to funders, partners, staff and other external audiences; accurately reflects the CEO’s position in internal meetings to help drive an understanding of her views.
  • Proactively identifies issues that could impact the successful execution of the CEO’s commitments by elevating risk issues that affect The Family Place, its clients and staff.
  • Supports the leadership team’s communication with the CEO and helps to facilitate decisions the leadership staff need from the CEO.
  • Stays abreast and updates the CEO on current state and federal domestic violence legislation.
  • Organizes and updates capital campaign material; tracks all pledges and donor commitments, drafts invitations; manages production, timing and mailing of correspondence to all appropriate donors for campaign; works with outside vendors to coordinate event preparation and production.
  • Acts as custodian of Agency documentation, funding records and history.

Other Duties:
•Organizes board and committee meetings including taking and distributing Minutes upon approval, preparing notices/memorandums, resource information and materials for the Board of Directors and Foundation Board.
•Maintains Chief Executive Officer’s calendar, database of contacts, and makes appointments; arranges travel schedules, meetings, meeting locations and all other logistics; prepares and reconciles expense reports.

Job Requirements

Requirements: Bachelor’s Degree in Business Management or similar required, with a minimum of 3 years of relevant and transferable experience and familiarity of non-profit organizations;  able to work independently and calmly under deadline are necessary; minimum 1 year of experience in staff supervision and 3-5 years in a strategic role in a non profit organization. Must have experience working with databases.

Licenses and Certifications: Valid Texas Driver’s License

Knowledge and Skills and Abilities:
•Highly developed communication skills (written/verbal) and interpersonal savvy.
•Results/action orientation; project management skills.
•Organizational and political agility; developed negotiation skills.
•Knowledge of fundraising information sources; experience with proposal writing.
•Personal code of ethics, integrity, diversity and trust.
•Able to successfully navigate within varying degrees of ambiguity in a fast-paced environment.
•Ability to compose correspondence, reports, meeting minutes, grant applications, financial reports, statistical tables and other materials as requested.
•Ability to effectively manage and lead staff.

Mental and Physical Abilities:
•Ability to tolerate ambiguity and work under pressure to meet deadlines.
•Ability to drive personal vehicle or company vehicle van to visit sites or perform other duties for the position.
•Duties are usually performed seated.  Sitting may be relieved by brief or occasional periods of standing or walking.
•Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) frequently.

Working Conditions: Work may be performed in an office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like but not limited to the office environment. 

Essential Functions: This job description should not be interpreted as all-inclusive.  It is intended to identify the essential functions and requirements of this position.  The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

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