Description

Dallas CASA is a Court Appointed Special Advocate for children assigned to the Dallas County Courts due to abuse or neglect. Our mission is to protect children, restore childhoods, and help child victims of abuse and neglect achieve their full potential.

SUMMARY

The Board Liaison and Volunteer Assistant is responsible for providing administrative support to the President and CEO, with emphasis on the scheduling of and preparation for meetings and other internal and external engagements.  The Executive Assistant and Board Liaison also is expected to support the effectiveness of Dallas CASA board members and volunteer recruitment functions of the agency and perform reception-related duties as appropriate.

ESSENTIAL FUNCTIONS

Board Liaison

• Requesting completion of new board member application, background check consent forms, committee selection forms for new members. Assisting in updating contact lists and Online Data Manager board member lists.
• Scheduling orientation sessions for new board members and recording attendance; scheduling other required board training.
• Managing internal and external meeting requests and scheduling for CEO. Assisting with All Staff planning and logistics, including annual cultural competency trainings and new staff orientations.
• Sending board and board committee meeting notices using Calendar invite function, with updates. Assist with agenda preparation.
• Supports employee applicant interview process with scheduling assistance and printing application/resume materials. Inputs new employees in CEO Outlook contacts.
• Screening outside calls to CEO with appropriate redirection.
• Placing catering orders for board meetings and other board committee meetings (as requested by senior directors). Assist with board retreat logistics.
• Assists with special events and support of Young Professionals’ activities, including fielding membership questions.
• Assists with in-person meeting set up, and board retreat logistics. Create magnetic name tags.

Reception and Volunteer Assistant

• Responsible for the opening and closing procedures of the front lobby area.
• Welcomes visitors by greeting them, in person or on the telephone; answers or refer inquiries.
• Directs visitors by maintaining employee and department directories; gives instructions.
• Maintains security by following procedures; handles confidential information.
• Maintains telecommunication system by following manufacturer's instructions for phone and console operation.
• Maintains safe and clean reception area by complying with procedures, rules, and regulations.
• Assist with the execution of direct mail and bulk mail projects.
• Assists with the execution of the daily check log.
• Assists with data entry and special projects or duties as needed. 
• Collects, scans, saves and uploads volunteer candidate’s documents into Image Silo.
• Collects application fee (cash, check or credit card) and records method of payment by complying with procedures.
• Takes a picture of each Volunteer Candidate and adds edited photos to training rosters.
• Takes a picture of all new hires and submits to HR Manager; updates the employee roster when instructed.
• Creates, maintains and updates training roster for each class with data from Advocate360 (Salesforce).
• Maintains, updates and finalizes progress roster for all training and makeup sessions.
• Facilitates check-in process for in-person makeup sessions; communicates with training and volunteer staff regarding make-up session attendants.
• Schedules volunteer interviews when needed.
• Prepares all badges for graduates and makes replacement badges for advocates and supervisors as needed.
• Manages and coordinates all Holiday Gift Giving donations and deliveries upon arrival; notifies designated Supervisors when gifts have been checked in.
• Trains, assigns duties, and supervises Angel Tree volunteers.
• Assist Supervisors when advocates come to pick up items from the front desk.
• Responsible for the distribution and record-keeping of George Allen Courthouse parking vouchers to CASA Supervisors and Advocates.
• Assists with the weekly set up for training classes and information sessions.

OTHER FUNCTIONS

• Assist with special events and attend staff meetings.
• Participate in programs of public recognition for volunteer advocates.
• In accordance with the Dallas CASA team philosophy, the person filling this position may occasionally be required to carry out or assist with other tasks in addition to the duties listed on this job description.

Requirements

KNOWLEDGE, SKILLS, ABILITIES AND OTHER REQUIREMENTS

• Bachelor’s degree in journalism, communications, public relations, business, marketing, public administration, OR equivalent combination of education and work experience. 
• Minimum 2 years related experience. 
• Must possess a high level of interpersonal skills to handle sensitive and confidential situations.  Position continually requires demonstrated poise, tact and diplomacy.
• Professional appearance and manner.
• Must be able to interact and communicate with a wide range of individuals both inside and outside the agency, including all members of a large governing board. 
• Experience in office management capacity. 
• Excellent written and oral communications skills.  Must be able to write appropriate and well-constructed communications as needed.
• Work requires continual attention to detail in composing and proof-reading materials, establishing priorities and meeting deadlines.  Must be able to juggle multiple competing tasks and demands.
• High degree of proficiency in Microsoft office products including Outlook, Excel, Word and Power Point. 
• Ability to multi-task and maintain organization in a fast-paced, changing environment. 
• Ability to create and maintain highest levels of confidentiality when dealing with proprietary information and sensitive situations. 

PHYSICAL DEMANDS

• This would require the ability to lift 20 pounds minimum for lifting files and office supplies, open filing cabinets and to transport materials to and from meetings, presentations and to other locations as needed.  
• Intermittent physical activities which may include driving, bending, reaching, sitting, and walking during working hours.  

POSITION TYPE/EXPECTED HOURS OF WORK

This is a full-time position of 40 hours per week.  Our building is open to the public from 8:30 a.m. to 5:00 p.m., Monday through Friday.  Your schedule should reflect eight hours of work daily in addition to your lunch break.  Occasional evening and weekend work may be required as job duties demand.  Any remote work program in effect does not apply to this position.

TRAVEL

This position may require some travel. Must have reliable transportation with a current valid Texas driver's license and state mandated automobile insurance for travel to and from meetings and presentations.