Assistant Program Manager

3 weeks ago

Indianapolis, United States The American Legion Full time

GENERAL SUMMARY:

This position directly supports two of The American Legion’s most storied and historically significant youth Programs: The National High School Oratorical Competition, “A Constitutional Speech Contest” (1938) and American Legion Boys Nation, “A week that changes a lifetime” (1946).

The primary responsibility of the assistant program manager is to support the Youth Program Managers of The American Legion High School Oratorical program and the Boys Nation program in all facets of planning and execution and to be prepared to assume the roles and responsibilities in the program manager’s extended absence. Those responsibilities include program leadership for operational planning, administrative and logistical execution, and general oversight of assigned youth program. This position involves detailed understanding of youth activities, education, administration, operations, risk management, media relations, and marketing. This position requires travel and a valid driver’s license.


ESSENTIAL FUNCTIONS:

Assist the program manager with developing and maintaining a working knowledge of the day-to-day program administrative, logistical and operational requirements to function as a replacement/alternate to the primary program manager.


Assists program managers with oversight of national capstone youth programs, to include, but not limited to:

  • Contract coordination and fulfillment.
  • Onsite inspections of hosting facilities.
  • Event planning, travel, and lodging.
  • Volunteer staff assignment.
  • Youth risk management and supervision


Serves as staff liaison to the Youth Activities subcommittee of the Americanism Commission, or other subcommittee as may be assigned by the director, with the following duties:

  • Developing a meeting agenda.
  • Conducting room set-up to include audio/video, U.S. and POW/MIA flags.
  • Taking meeting minutes and assisting the chairman in submitting written and preparing an oral report to the Americanism Commission.
  • Performing other tasks as required by the chairman or members of the subcommittee


Provides annual onsite staff support at The American Legion High School Oratorical Competition currently held in Hillsdale, MI in May of each year.


Provides annual onsite staff support at The American Legion Boys Nation capstone event currently held in Arlington, VA in July of each year.


Aids in the revision and update of standard operating procedures and promotional program materials.


Works closely with Media & Communications, marketing, and other divisions to bring greater attention and wider recognition to youth programs.


Handles phone and written inquiries, to include but not limited to, rules, protests, appeals, program registration and program administration.


Assist with overseeing coordination and execution of The American Youth Champion Delegation at the National Convention of The American Legion held annually.


Assist with increasing program awareness and visibility by exhibiting at conferences/conventions of other organization; providing information, training, and program marketing materials to departments (states) and program chairmen; aiding department programs as requested to exhibit at their department conferences.


Assists program managers with budget tracking and annual budget planning and administration.


Other duties as assigned by the Director, Americanism Division


REPORTING RELATIONSHIP (reports directly to): Director, Americanism Division


Education/Technical Knowledge:

Four-year degree or knowledge of specialized principles or techniques equivalent to those that would normally be obtained through a formal four-year college/university academic program; or in-depth specialized training directly related to the type of work to be performed.


Additional Skills Needed:

  • Eligibility for membership in The American Legion is highly desired but not required; eligibility for membership in the Sons of The American Legion and/or American Legion Auxiliary is also favorable.
  • Two years’ experience in administrative work with a nonprofit organization or youth programs.
  • Possess excellent public speaking, writing and managerial skills.
  • Possess excellent interpersonal skills.
  • Possess excellent organizational skills and ability for multi-tasking.
  • Proficiency in computer use, including Microsoft Office: Word, Excel, Access, PowerPoint, Outlook and Internet Explorer.
  • Ability to travel extensively, by air and other means.
  • Knowledge of the programs and the policies of The American Legion.
  • Successful completion of sexual abuse awareness training and a criminal history background check is required annually for Americanism staff due to having direct contact with minor-aged children


Experience:

3 years up to 5 years

Experience specifically with youth competitions in operational planning, coaching, and/or participation a plus


Supervision of Others:

This position has no direct report responsibilities but is responsible for coordination with multiple organizations, youth and their responsible adults, and key organizational leaders to achieve positional objectives. This position is responsible for the wellbeing of children in the custody of The American Legion during the national program


Problem Solving:

Involves the evaluation, refining and improving of concepts and practices or the trying out of developments and ideas.


Impact of Decisions:

Work involves opportunities for errors in the soundness and timing of judgments that would have a serious short-term effect on overall operations and budgets.


Internal and Public Contacts:

Within or outside the organization involving services and/or general business, but where the job is responsible for solving any unusual problems.


Physical Factors and Working Conditions:

Physical demands of the job require the ability to do conference/meeting set-up that includes room arrangement, AV preparation and use, and distribution of materials (lifting). The employee is regularly required to travel, talk and hear. Specific vision abilities required by this job include vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus, either corrected or uncorrected. Working conditions are within a well-lighted air-conditioned office environment.

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