NF Staff Job Descriptions 

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EXECUTIVE DIRECTOR 

 

The Executive Director is the leader of Neighborhood Falmouth (NF). In addition to managing the day-to-day activities of the nonprofit, membership organization, he/she has an active role in developing the vision and strategic direction of the organization. Neighborhood Falmouth provides information and services to help members (currently about 100) live independently, safely, and comfortably for as long as possible in their own homes. Services to members, largely provided by volunteers recruited by the Executive Director, include transportation; assistance with home maintenance, use of technology, and managing household finances; social activities; finding sources for nutritious meals; and other things identified as needed by the membership.

 

Reporting to and working closely with the NF President and Board of Directors, the Executive Director’s responsibilities include:

 

Leadership

  • Leading the organization, seeking to maintain and improve NF’s execution of its mission. 

  • Serving as the public “face” to the community at large, as well as to members, volunteers, and financial supporters, both current and potential. 

  • Determining, recommending, and implementing short- and long-term strategies to support the mission.

  • Participating in MA Village meetings and collaborating with MA Village Executive Directors and Village to Village staff.

 

Administrative

  • Organizing services, activities, and referral databases that will attract and retain NF members

  • Organizing social activities and programs of interest to the membership and the community.

  • Conducting new-member interviews and maintaining updated files on members’ needs, interests, and emergency contacts.

  • Assuring on-going quality of member satisfaction through measurement and reporting.

  • Recruiting, vetting, and training volunteers to assist members.

  • Defining and helping to fill, if possible, gaps in services for elder members of the Falmouth community. 

 

Fiscal

  • Organizing and overseeing annual fundraising efforts and events; applying for sources of income beyond memberships, such as foundation grants.

  • Managing the NF budget in collaboration with the NF Treasurer.

  • As budget allows, hiring, training, supervising, and mentoring additional office staff.

 

Board of Directors

  • Assisting NF Board committees with marketing Neighborhood Falmouth to community members age 50 and over. 

  • Providing reports to the Board on the activities of the organization on a monthly basis.

 

Qualifications Desired

Bachelor's degree and training or extensive experience in elder affairs, or experience in administration of community-based not-for-profit organization; enthusiastic, positive, customer-focused approach to providing services; demonstrated success in building effective relationships and community outreach; well organized with a commitment to timely follow-through; strong communication and negotiation skills; office management and database experience. Social work and/or business experience would be valuable. Knowledge of local services and the community strongly desired.

 

 

DIRECTOR OF VOLUNTEERS

 

The Director of Volunteers (DOV), reports to the Executive Director, and is responsible for the management of all elements of the Neighborhood Falmouth Volunteer Program. This includes recruiting, interviewing, and training volunteers, volunteer matching and management, volunteer retention, and events and activities that support a volunteer’s positive experience.  To do this, the DOV must use online tools, including the Massachusetts CORI check, the Accurate Now national background check tool, and Helpful Village.

 

Responsibilities include:

  • Interviewing, in person or via video conferencing when possible, and vetting prospective volunteers for both member-focused activities as well as for activities that benefit the administration of the organization 

  • Matching volunteers with open Neighborhood Falmouth member requests. Alerting member if we may not be successful in making a match.

  • Engage and retain volunteers. Work closely with them to make sure they are a good match for their duties, engage them when their participation falls off, and think of activities that recognize and honor their participation

  • Drafting letters, promotional materials, or other writing as needed as it pertains to the volunteer force. Assist in publishing a volunteer newsletter, if one is deemed desirable, as well as other group correspondence to members and volunteers

  • Staying current with Helpful Village applications, including ways NF can record upcoming medical events (i.e. a member’s hip replacement) so that they can be called and checked in on

  • Setting up a system of volunteers to regularly answer the phones. Using the Office@Hand online dashboard for phone forwarding, and train volunteers in Helpful Village and/or accessing the Dropbox spreadsheet of open requests. The DOV may have responsibility to answer the phones on given shifts as well.

  • Working with the Manager of Operations on projects, as necessary, including for changes to volunteer phone coverage, and newsletter and other group office volunteer projects, as well as with regard to adding members from the NF member waiting list.

  • Making regular visits, or holding “Office hours” at the NF office for mailing, printing, and meetings

  • Working with the Volunteer Committee Chair, and attend Volunteer Committee meetings 

  • Providing regular monthly reports to the ED and/or Volunteer Committee Chair with relevant metrics and anecdotal information so that the board can accurately assess the current successes and challenges in recruiting and matching volunteers. Provide similar year-end metrics.

  • Working with the Executive Director on projects, as necessary, including best use of Helpful Village, and other delegated projects. Keeping ED apprised of issues. Exchanging ideas for improvements and new processes.

  • Researching more ways that the volunteers can participate in helping NF fulfill its mission.

  • Performing other duties as assigned.

 

A successful Director of Volunteers is self-motivated, has excellent office skills, fluency with Microsoft Office, an interest and concern for Neighborhood Falmouth members, patience, excellent phone manner, a willingness to work until the work is done, and a commitment to NF volunteers. 

 

MANAGER OF OPERATIONS

 

The Manager of Operations manages the day-to-day activities of Neighborhood Falmouth (NF), the non- profit, membership organization dedicated to helping Falmouth Seniors age in place. Neighborhood Fal- mouth provides information and services to help members (currently about 130) live independently, safely, and comfortably for as long as possible in their own homes. Services to members, largely provided by volunteers, include transportation; assistance with home maintenance, use of technology, and man- aging household finances; social activities; finding sources for nutritious meals; and other needs identified as needed by the membership.

Reporting to and working closely with the NF Executive Director, the NF Manager of Operations will be responsible for financial, marketing, infrastructure, and general administration, as well as development (fundraising) support and all other duties and responsibilities as assigned, including:

Marketing and Development Management and Support

  • Manage NF’s fundraising database (Donor Perfect Online)– including data entry, retrieval, up-

    loading letters, creating online giving forms, as well as using NF’s volunteer management da-

    tabase Helpful Village

  • Implement the annual Marketing Plan, including creating regular social media posts, and de-

    signing print ads, and increasing the NF photo library

  • Manage the creation, production, and distribution of the print and email monthly NF News-

    letter, recruit guest writers for the newsletter and Silver Threads (Falmouth Enterprise) col-

    umns

  • Update the NF Website

  • Update and reprint annual membership and volunteer recruitment brochures

    Office Management and Support

  • Print and mail acknowledgement letters, member renewal notices, event invitations

  • Evaluate office infrastructure, hardware, and software, (including phone system, document

    sharing software, computers and annual insurance policies)

  • Manage compliance with policies regarding information security, document retention, con-

    flict of Interest, and the like

  • Order office supplies, schedule board meeting conference room space

    Financial Management

  • Receive and record income using QuickBooks and Donor Perfect

  • Balance bank statements, reconcile income across databases, work with NF Accountant and

    or Treasurer when necessary

  • Oversee distribution and documentation of NF’s Membership Assistance Fund

 

Membership and Project Management

  • Share responsibility with the Executive Director for conducting prospective member inter- views

  • Organize social activities and programs of interest to the membership and the community, including Meet for Lunch outings

  • Update NF’s Service Providers list

  • Print and distribute periodic member and volunteer surveys (with Director of Volunteers, and

    Membership, and Volunteer Committees), and other projects as they arise

    Board of Directors and Board Committees Support

    • Prepare or collect monthly Board meeting documents in preparation for monthly board meetings

    • Attend monthly Board meetings

    • Provide office support for Board Committee activities

       

Qualifications Desired

Fluency with Microsoft Office programs, fundraising databases, Quickbooks, Mail Chimp/Constant Con- tact and social media required. Bachelor's degree, management, and training or experience in a commu- nity-based not-for-profit organization desired. Must be well organized with a commitment to timely fol- low-through and have good communication skills. The position requires an enthusiastic, positive, cus- tomer-focused approach to providing services. Knowledge of local services, elder affairs, and/or the Fal- mouth community desired.

 

Hours and Benefits

The Manager of Operations is a full-time position. Benefits include paid holiday, vacation, and sick time. Salary is commensurate with experience.