Operations Assistant

Contact at organisation: Chris Diefenthaler, Assistance Dogs International (ADI)

Email: chris@assistancedogsinternational.org

Roles and Responsibilities
The essential functions listed below are intended only as illustrations of the various types of work that may be performed; the omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to be completed by the position:

Support Membership Programs

• Supports the Digital ID Card program by creating templates, training members, and assisting with member questions.
• Register and train members in the Learning Management System (LMS) for the Candidate Benchmark and Instructor Certification Programs.
• Create and send out Instructor and Accreditation Certificates
• Prepare and process annual membership renewal documents.
• Prepare and publish annual Census Fact Sheet.
• Maintain the International Breeding Cooperative (IBC) membership listings in the Salesforce database.
• Administers IBC puppy distribution functions and ensures database entries, genotypes and relationships are entered accurately.
• Provide on-site support at conferences and workshops, when needed.

Candidate Application Process

• Review and process new candidate applications.
• Provide information and support for potential Candidates during the application processes.
• Maintain and update all candidate documents and forms.

Database Support

• Maintain membership and candidate information listings on the website and Salesforce database.
• Maintain partnerships information in the Salesforce database.
• Supports the Partnership Program as needed.
• Input and maintain email and newsletter distribution lists in Constant Contact.
• Maintain member listings for the Members’ Area on the ADI website.
• Work with IBC Facilitator and International Working Dog Registry (IWDR) database users on education, training and correcting data errors as assigned.
• Conduct IWDR database audits as assigned.
• Track Partnership agreements and ensure commitments are completed and entered in the Salesforce database.

Financial Operations

• Create invoices in PayPal as needed.
• Provide receipts when requested
• Draft and send out Thank you letters for donations.

ADI Operations Support

• Draft ADI Newsletter with content provided by staff and the Communication Consultant.
• Work with staff to provide consistent messaging to members through the ADI and regional newsletters.
• Work with all staff to ensure that all data is updated and correct in all database systems and the website.
• Respond to general inquiries through the website.
• Keeps the website content current.
• Post employment opportunities to the ADI website from our member organizations.
• Assist with the International Breeding Cooperative, as needed
• Host and support Members’ Forums, Networking and Facebook Groups or other virtual zoom meetings as needed.
• Assist all staff as needed.
• Attend meetings as needed.

ADI Board and Committee Support

• Support the tracking and implementation of the ADI Strategic Plan.
• Support the ADI Board and their committees, as assigned.
• Support the regional councils and their committees, as assigned.
• Produce meeting notes and minutes, as assigned.
• Attends ADI Board of Directors and committee meetings as needed. Provide updates when necessary.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Essential and marginal job duties, responsibilities and activities may change at any time with or without notice.
ADI is a virtual organization with no central physical office location. This position requires the ability to work from home with reliable access to a phone and high-speed secure internet service.
This is an employee hourly position for 35+ hours per week with the flexibility to adjust specific hours as needed to accommodate the needs of an international organization working across multiple time zones. Domestic or international travel to annual conferences and workshops may be required.
For individuals residing outside of the United States, the position would be designated as an independent contractor.

Required Education, Experience and Competencies

Qualifications and Education Requirements

• Some college is preferred, but not required and/or equivalent work experience as an administrative assistant or within the assistance dog industry.

Required Experience and Competencies

• Experience, knowledge, skills and passion for detail.
• Strong administrative skills.
• Excellent organizational skills.
• Strong problem-solving skills and ability to work independently.
• Excellent customer service skills.
• Must be able to successfully work with multiple projects and programs simultaneously.
• Ability to work in a team environment.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Adobe Acrobat
• Experience in database management – Salesforce, IWDR and QuickBooks preferred.

Desired Experience and Competencies

• Experience working in PayPal preferred.
• Experience working as a part of an ADI accredited program preferred.
• Knowledgeable about ADI Standards and Accreditation Process.
• Knowledgeable about assistance dog training programs.

Required Skills and Competencies

Language and Communication Skills

• Ability to communicate effectively with peers, management, staff of member programs and the public.
• Approach others in a professional manner; remain calm in pressure situations; treat others with respect and consideration regardless of their status or position; accept responsibility for own actions; follow through on commitments.
• Possess skills necessary to communicate and follow instructions effectively with a diverse group of individuals and provide information in a professional capacity.
• Routinely utilize language skills to edit documents and to prepare reports and correspondence, including spelling, sentence structure, syntax, grammar, usage, and the chief aspects of style, such as punctuation, capitalization, abbreviations, plurals and possessives, and compound words.
• Ability to speak clearly and persuasively in positive and negative situations, listen and get clarification for any issues, and respond to member questions