Rotary Club of Prior Lake Administrator
Title: Club Administrator
Position Status: Part Time (20-25 hours per week) Salary range: $20 — $23/hour
Please submit a letter of application and resume. Letters of reference are optional. Please send via email to Mary Haugen at maryahaugen@gmail.com or by mail to:
Prior Lake Rotary Selection Committee, c/o Mary Haugen, Prior Lake Rotary Incoming President
3405 Glynwater Trail NW, Prior Lake, Mn. 55372
Prior Lake Rotary Selection Committee, c/o Mary Haugen, Prior Lake Rotary Incoming President
3405 Glynwater Trail NW, Prior Lake, Mn. 55372
Position Purpose:
Support the board, committee and major fundraising activities in a one-employee setting without close
supervision. They report to the club president and the Prior Lake Rotary Lakefront Music Fest director
and works closely with club officers and committee chairs. They must be available for club and board meetings
currently held at 7:00 a.m.
Education and Experience Requirements:
Previous experience in the oversight and operation of a one-person office with business, social media, event planning, and computer software applications is essential. In addition, previous experience working with or being a member of an association or membership-based organization may be considered a plus. They should be comfortable working out of a home office.
The essential functions include, but are not limited to the following:
-
Effectively communicate orally and in writing.
-
Be able to understand and use computer applications and office equipment.
-
Effectively use state of the art social media to communicate, develop public awareness of the club and help build club membership.
-
Work with a variety of individuals who have a range of personalities and operational styles.
-
Has the ability to exercise independent judgment.
-
Has the ability and commitment to work as a team member and take direction.
-
Has the ability to manage complex processes and projects over extended periods of time.
-
Is able to work at a computer for extended periods of time.
-
Responds to verbal, written and email/text requests in a timely manner.
-
Completes and communicates to others any tasks assigned in a timely manner
-
Effectively works with deadlines under pressure.
-
Can attend meetings and events with a variable schedule and locations.
-
Effectively develops and maintains positive relationships within the club and the Rotary district.
-
Works effectively under the standard of the Rotary 4-way test.
Description of Duties:
-
Serves as the assistant to the club president.
-
Supports the communications, financial, and administrative functions of the club and the music fest.
-
Supports the success and growth of the club through effective communications, social media, and membership development in the community.
-
Helps to create effective communications and social media to attract membership prospects at the request of the membership committee members.
-
Maintains accurate membership information and updates the club roster quarterly with photographs and pertinent data about new members.
-
Reports new members and resignations to the Board.
-
Serves as a resource person for officers, directors, committee chairs, general membership, and district personnel.
-
Coordinates and attends weekly meetings, which includes developing the agenda with the president; assisting the program chairperson if speaker arrangements are necessary and works with the meeting venue and the club service committee to ensure all meeting needs are met.
-
Coordinates and attends monthly Board of Directors meetings, which includes developing the agenda with the president, preparing and distributing minutes and actions of the Board, and distributing the monthly financial reports in conjunction with the treasurer. In addition, the administrator sends meeting notices, agendas, prior minutes, and any attachments needed by the board. Assistance is provided in maintaining the necessary master files to ensure that the club follows the processes agreed upon
-
Supports accounting activities and distributes related statements and reports as requested by the treasurer and club accountant.
-
Attends committee meetings if requested.
-
Attends Rotary related conventions, conferences, assemblies, meetings, and activities if requested, depending on availability.
-
Prepares necessary reports for Rotary International and the Rotary District, including semi-annual reports of membership to R.I., monthly attendance reports to the district and other reports required by Rotary International and the Rotary District.
-
Complies with all Rotary Club Policies and is familiar with: Rotary International and District publications, special events and programs.
Prior Lake Rotary Club Committees
Membership
Prepares letters of welcome, and information on Rotary International and our club. Arranges meetings for induction for new members with the membership committee.
Club Service
Assists in the planning of events and special meetings if needed. Helps prepare, print, and mail notices and invitations to members and spouses. Assists with arrangements for entertainment, location, decorations, room, and seating arrangements if needed. At the request of the treasurer, keeps records of attendance at events and make sure that members are billed the appropriate amount following the event.
Program Committee
In conjunction with the Program Committee, assists with program preparations, program promotion in the newsletter, any special arrangements needed for the meeting room, procuring the speaker's introducer, and any necessary correspondence with the speaker.
Prior Lake Rotary Lakefront Music Fest
Prepares and distributes Steering Committee and All Committee meeting minutes.
Provides administrative support to the event leadership.
Helps with badges (other than volunteer) and parking pass assignments.
Maintains historical documentation.
Helps event leadership manage resources.
The responsibilities listed are not exclusive, some duties may be eliminated and others added. If additional duties are requested, the administrator will work with the club president, the music fest director and Prior Lake Rotary Foundation board chair to approve the elimination of or the addition of duties and possibly an adjustment in compensation.
The job description, performance of the club administrator, and compensation will be reviewed annually by the current club president, the current music fest executive director, the incoming club president and someone assigned by the foundation board chairperson.
