Job Title: Operations and Program Coordinator
Posted by: Japan-America Society of Tennessee
Location: Nashville, TN, USA
Thanks to JET alum, Jennifer Butler (Shizuoka-ken) for passing along the following job opening. Additionally, the CEO is specifically looking for a former JET for this position she said due to our unique experience and background. (And because a former JET she’s hired worked out very well.)
The Japan-America Society of Tennessee (JAST) is seeking an Operations Manager and Program Coordinator to handle all aspects of the day-to-day operations of the JAST office including membership management, and event planning and assistance. The position is 40 hours per week with a traditional schedule and the opportunity to work remotely. The successful candidate will be a disciplined, task-oriented individual who can balance the ongoing activities of JAST in a timely manner. The candidate must have a professional business acumen, strong organizational and administrative skills and experience. Japanese language ability and experience traveling or living in Japan is a plus for the position.
Essential Job Functions:
- Coordinates all aspects of the day-to-day operations of the JAST office. Operational activities include answering the JAST phone and emails and responding, purchasing supplies, coordinating JAST mailings, and maintaining JAST administrative files. Picks-up mail every week at P.O. Box. Acts as a liaison with outside vendors. The JAST team works remotely but meets as a staff on a weekly basis. Our virtual office uses G-Suite (shared calendar, drive, docs).
- Maintains and utilizes membership database. JAST uses Wild Apricot membership software for its website, contacts, newsletter creation, event announcements and registration. Explores and learns new and effective ways to utilize Wild Apricot as JAST’s overall membership communication system.
- Overseas administration of JAST office such as bookkeeping, pay roll, membership billing, JAST annual subscriptions. Acts as the liaison for JAST’s bookkeeping and pay roll companies. Oversees accurate record keeping, and on-time payment of JAST invoices. Follows-up with the payment process to ensure timely payment of member dues and invoices.
- Overseas website updates. Works with JAST team to make updates of events, membership information, photos, etc. for the JAST English and Japanese website.
- Assists CEO in launching and producing the JAST newsletter. Oversees the administrative production and coordinates development of content for JAST’s new newsletter this fall.
- Provides correspondence to board members regarding board meetings and prepares board meeting materials. Takes minutes for board meetings.
- Assists CEO in creating annual budget and monitoring cash flow. Has a working knowledge of or ability to learn new accounting software to become familiar with QuickBooks Online. Ability to apply that knowledge when necessary.
- Assists the CEO with programs and activities. Provides program support, organizes mailings and promotion. Keeps track of registrations, produces names tags, assists with grant reporting, budgeting and accounting. Activities include the annual members meeting, SEUS/Japan, Women’s Leadership Forum, Bonenkai, member mixers, cultural training events, partnership programs, golf outings and signature events.
- Assists festival director in promotion, logistical planning and execution of the Nashville Cherry Blossom Festival and Memphis Japan Festival as directed.
- Assists the CEO in the marketing of a JAST Japanese business training seminar. Assist with program promotion and program management for members and non-members across the state.
- Bachelor’s degree with 3-5 years professional work experience in business and/or a non-profit organization. Experience and interest in Japan highly preferred.
- Outstanding organization abilities and detail orientation.
- Experience with event planning and execution.
- Ability in social-media platforms such as Facebook, Instagram, Twitter.
- Excellent communication skills, both verbal and written.
- Excellent interpersonal skills and a collaborative style.
- Ability to use PC and widely-used software applications, especially G-Suite, membership and accounting software.
- Ability to provide analytical skills.
Work Environment and Time Requirements
- Ability to work traditional schedule from a home office, including occasional evenings and weekends. Variations in work volume sometimes require extended working hours.
- While performing the duties of this job, the employee is required to stand, walk, sit, talk, and hear.
- Valid driver’s license and the ability to travel by automobile and/or air to program sites for special events.
Mission Critical Competencies
- Innovation – creative thinking
- Mutual accountability
- Open communications
- Trust & respect
- Planning and organizing. The discipline to structure personal activities to maximize productivity and efficiency; to arrange documentation and information in a systematic manner; to establish objective and measurable plans for the accomplishment of goals; to set priorities.
- Flexibility. Ability to adapt and respond appropriately to the demands of a variety of situations.
- Commitment. Loyalty to the mission of JAST and willingness to serve as a positive representative of JAST in the community.
- Team player. Collaborates with a positive and constructive attitude. Fosters open communication and approachability.
- High Initiative. Works in accordance with self-imposed work standards and discipline; to be a self-starter; willingness to devote extra effort to get a job done.
- Business Acumen. Ability to understand the fundamental business drivers, communicate the state of business and provide strategic recommendations to management.
- Judgment and Decision Making. The ability to think on one’s feet; to evaluate relevant information, recognize alternatives, and reach logical conclusions based on the evidence at hand; to handle day-to-day problems in a practical and effective way.
- Demonstrates high standards of moral, legal and ethical behaviors. Exercises care and discretion in dealing with confidential member and organization information.
- Curiosity. Ability to learn, try and adopt new systems and processes. Uses energy for creative problem solving.
- Perspective. The willingness to delay immediate gratification and short-term rewards in order to achieve long-range goals; emotional and behavioral self-awareness; concern and consideration for the consequences of actions; ability to handle frustration and ambiguity constructively.
- Reports To: Chief Executive Officer
- People Management Responsibility: None
- Works Closely With: Director of Program & Membership Development, Contract workers, Members, Volunteers and Board Members.
Application Process: Please send a cover letter and resume to email@example.com.
Disclaimer: This job is neither endorsed nor vetted by USJETAA. Please contact the hiring institution directly with any questions.