Program Specialist - Madison, WI
Under general supervision of the Business Manager, coordinate the delivery of services and perform assigned administrative functions for both the home office and the overseas projects. Function as a key communications link to support department's internal and external business. As a WSG team member, assist in defining, implementing, and continually improving administrative procedures, systems and processes that add value to WSG's products and services as well as contribute to achieving project goals and objectives.
- Provide department support and administrative functions. Such activities may be related to travel logistics, routine inquiries, orienting new staff and consultants, contracting, monitoring, report and forms preparation, and other logistical work.
- Assist with development, implementation, maintaining and continuously improving administrative systems, procedures and processes to add value to department's services and products.
- Maintain or oversee maintenance of project files as well as contact database and tracking documents.
- Prepare and translate reports, documents, and correspondence to meet internal and external information needs.
- Ensure that all reporting requirements to donors and World Council management are met.
- Provide administrative support for marketing, design, implementation and evaluation of development and service programs.
- Provide administrative support for the coordination of international trainings and workshops as well as international and home office visits.
- Promote and participate in the department team and facilitate networking with field staff and other World Council departments.
- Research information, articles and photos related to program activities from relevant sources to be posted on program websites.
- Update program websites with relevant content, including drafting text and basic design of promotional materials.
- Update and maintain contacts database.
- Improve communications network to transfer information, techniques and technology more effectively. Ensure field staff requests of World Council-Madison are promptly answered.
- Provide IRnet Administrative Support, including IRnet web support, invoicing, collections, transaction data retrieval as well as US credit union support, marketing, and relationship management.
- During staff absences, identify priority items requiring immediate resolution and take action, consulting with or advising management as appropriate.
- Perform other duties as assigned.
To perform the job successfully, an individual should demonstrate the following competencies:
Technical Skills: Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Customer Service: Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Interpersonal: Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
Team Work: Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed; Recognizes accomplishments of other team members.
Quality Management: Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
Adaptability: Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Dependability: Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to ensure individuals with disabilities to perform the essential functions.
Education and Experience: Bachelor's degree in economics, finance, international business, development or related areas of study, or equivalent work experience. Two years of related experience in an administrative or project coordination position. Preferred experience includes: experience with functions of the credit union system donor and/or with development agencies that provide financial, technical or development assistance to cooperative organizations; meeting and workshop logistics coordination; living or working in a multi-cultural/developing country setting.
Language Skills: Fluent in English and Spanish (read, write and speak). Intermediate language skills required including the ability to read and interpret rules, and other documents such as procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Mathematical Skills: Intermediate mathematical skills required including the ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
Reasoning Skills: Intermediate reasoning skills required including the ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Computer Skills: Intermediate word processing and spreadsheet skills, including familiarity with Microsoft Office and Adobe software.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of the job, the employee may occasionally be exposed to outdoor weather conditions extreme heat and/or cold and working in unusual places. The noise level in the work environment is usually moderate.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit (occasionally for extended periods of time). The employee is frequently required to talk, hear, reach and stand; rarely required to stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds.
This position does not have any supervisory responsibilities.
Up to 45 days per year including both domestic and international travel.
This list of duties and responsibilities is not intended to be all-inclusive and can be expanded to include other duties or responsibilities that management deems necessary.
To be considered, forward resume and cover letter to:
Re: Program Specialist
5710 Mineral Point Road
Madison, WI 53705
World Council of Credit Unions is an Equal Employment Opportunity/Affirmative Action Employer.