POSITION TITLE:           YOUTH AND GOVERNMENT STATEWIDE DIRECTOR

INCUMBENT:                    Susan Quinn

REPORTS TO:                   Tyler S. Wright, Executive Director/C.E.O.

DATES:                                September 1 – May 31

CLOSING DATE:               May 31, 2008

MISSION STATEMENT:

The Helena Family YMCA is a non-profit organization dedicated to building self-esteem and enriching spirit, mind, and body for persons of all ages and economic levels. 

PROGRAM STATEMENT:

Democracy must be learned by each generation

GENERAL FUNCTION:

This position is responsible for the operation and administration of the Youth And Government program for the Helena Family YMCA, all Montana YMCAs, and Montana school delegations.  It includes providing primary leadership in the areas of fiscal management; staff supervision; promotion and evaluation; program development and retention; volunteer development; as well as shared leadership in board development.  This position is responsible for managing assigned and progressively greater responsibilities in accordance with the operating policies and procedures of the Helena Family YMCA and ensuring that the Missions are met.

KEY RESULT AREAS:

I.                    FINANCIAL  DEVELOPMENT

A.                  Responsible for development of and successful year-end result of an overall balanced operational budget and departmental fiscal goals. 

B.                  Is thoroughly conversant with systems of financial control including revenues, expenses, and inventories.

C.                  Operates at all times within financial directives of the Board and supervisor.       

II.                  FISCAL DEVELOPMENT

A.                  Responsible for securing sufficient revenue to provide services to members consistent with established goals.

B.                  Establishes, executes and ensures the success of annual fundraising events.

C.                  Plays a key role in the annual program’s current support campaign and ensures the overall success of the drive. 

III.               PROGRAM DEVELOPMENT

A.                  Responsible for the overall growth and health of Youth And Government through program development, membership recruitment and retention.

B.                  Develops and executes a development plan for the areas of leadership training for staff, volunteers, and youth officers.

C.                  Assists the C.E.O. of the Helena Family YMCA in the securing of all necessary facilities and equipment, including the State Capitol, Supreme Court Chambers, Fort Harrison, and the Helena Civic Center.

D.                  Works with the C.E.O. of the Helena Family YMCA in coordinating and securing all contracts for facilities and services, including the aforementioned facilities, DJ, caterer, and hotels.

E.                   Develops, copies, and distributes all necessary paperwork and forms, including registration materials, Bill & Brief Books, committee forms, lobbyist forms, House & Senate forms, First Year Program forms, media forms, and office materials.

F.                   Ensures proper and timely registration and collection of all paperwork and fees.

G.                  Helps in the development, coordination, supervision, and certification of Advisor/Delegation training.

H.                  Develops all on-site registration materials, including name badges, delegation rosters, committee packets, and all other pertinent information necessary to ensure a smooth check-in procedure.

I.                    Works with the Helena Family YMCA in developing an annual database to for registration and long-term retention.

J.                    Ensures that all programs offered by the Helena Family YMCA promote long-term involvement and membership growth.

IV.                MARKETING DEVELOPMENT

A.                  Responsible for overall success of the Youth And Government program through proper marketing and promotion to entire state of Montana.

B.                  Develops and distributes a 6 month periodical for delegations and participants.

C.                  Works with the C.E.O. of the Helena Family YMCA in developing a quarterly Advisory Board report/newsletter.

D.                  Is responsible for maintaining and updating the program’s web site. 

E.                   Works with the program’s Advisory Board in developing a long-range marketing plan to expand the program to under-served communities.

F.                   Ensures that all internal and external communications, mailings and promotional items meet established standards of the Helena Family YMCA.

V.                  PLANNING

A.                  Responsible for development of and implementation of tracking systems to accurately report growth, retention, and loss percentages.

B.                  Develops and implements systems to properly receipt and track all monies collected through the Helena YMCA.

C.                  Plays a key role in the development of and launching of five-year long-term plan (Strategic Plan).

D.                  Shares the responsibility for monitoring the overall success of program growth and development in accordance to the Strategic Plan.

E.                   Responsible for the development of annual plans to successfully meet goals for the program. 

VI.                HUMAN RESOURCE DEVELOPMENT

A.                  Supervises, develops, and evaluates all paid/volunteer staff.  Assists all staff to meet developmental needs.

B.                  Assists in the recruitment, training, and supervision of all staff under general supervision.

C.                  Fills staff vacancies in accordance with established YMCA policies and practices.

D.                  Responsible for ensuring that all program areas are properly covered by qualified, trained, volunteer/college staff.

E.                   Responsible for the development of all position descriptions and performance standards in accordance with the YMCA’s Personnel Policy.

F.                   Maintains high staff moral and positive attitude of all staff .

G.                  Works with the C.E.O. of the Helena Family YMCA in the development of annual staff training and meetings.

VII.             BOARD DEVELOPMENT

A.                  Serves as staff officer to the program’s Advisory Board and the Helena Family YMCA’s Program Committee.

B.                  Provides leadership to the program’s support campaign and assists volunteers in successful completion of the drive.

C.                  Annually assesses volunteers’ capabilities to achieve objectives in specified areas.

D.                  Attends all Advisory Board meetings and any other Board functions.

VIII.           DEPARTMENT ADMINISTRATION

A.                  Responsible for implementation of by-laws, policies, goals, and standards established by the Helena YMCA.

B.                  Represents the Youth And Government program and YMCA at all pertinent events and activities.

C.                  Meets all reporting deadlines.

D.                  Monitors all operating systems for maximum efficiency, organization, and effectiveness.

E.                   Is able to interpret and explain the Mission of the program and the Helena Family YMCA.

IX.               MISCELLANEOUS

A.                  Exhibits commitment to the total YMCA movement through regular participation and leadership in all activities and through collaboration with other community organizations.

B.                  Participates regularly in specified conferences and officially called meetings.

C.                  Participates regularly in lay/staff events.

D.                  Assists in all YMCA functions, events, and activities in accordance to the supervisor’s desires and YMCA’s needs.

EFFECT ON END RESULTS:

This position will have a significant impact on the total financial success of the Helena Family YMCA.  Revenues from key result areas account for about 3% of the operating budget.  Strong leadership will provide not only for quality programming in a well maintained, smooth operating manner, but will also increase both program membership and campaign results toward the attainment of the Mission, goals and objectives of the Youth and Government program and the Helena Family YMCA.