About The World Affairs Council of Charlotte (WACC)

The World Affairs Council of Charlotte (WACC) was founded in 1983 as an outreach program of UNC Charlotte and its Office of International Programs. As a non-profit, non-partisan organization, it is supported by private funding from individual and corporate member dues and contributions.

As a regional center for education and discussion of world affairs, the WACC seeks to provide leadership for global thinking, believing that a broad perspective is necessary for effective competition in the global economy and for responsible citizenship in the increasingly interdependent political world.

The Charlotte Council is a member of the World Affairs Council of America and together with approximately 100 other such World Affairs Councils and affiliates across the country, our mission focuses on improving international education and encouraging citizens to participate in the national debate on world affairs.

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Employment Opportunities

JOB DESCRIPTION:  Program and Membership Manager

The World Affairs Council of Charlotte (WACC) was founded in 1983 as an outreach program of UNC Charlotte and its Office of International Programs. As a non-profit, 501 (c) (3), non-partisan organization, it is supported by private funding from individual and corporate member dues and contributions. As a regional center for education and discussion of world affairs, the Council seeks to provide leadership for global thinking, believing that a broad perspective is necessary for effective competition in the global economy and for responsible citizenship in an increasingly interdependent world.

The Council seeks an energetic, creative, dynamic and organized individual as Program and Membership Manager with the aptitude to manage multiple responsibilities in a fast-paced, high pressure and deadline oriented non-profit office environment.

This position includes the following benefits: vacation, health and retirement plans

Essential Job Duties

This position performs a wide range of tasks in support of programming and membership initiatives as well as general support in other areas instrumental to the operation of the organization. Duties include management of individual membership campaign, providing administrative support for monthly programming and educational outreach initiatives, accounting and administrative responsibilities.

General and administrative duties are the foundation of the Council and all programs. The Program and Membership Manager will share responsibility in recordkeeping and the daily operations of the office. During large annual events or visits by distinguished international experts, all staff, including the Program and Membership Manager, will contribute to program preparation and breakdown. Special projects may also be assigned by the President and CEO for community programs.

Salary range: High 20’s to Low 30’s

General duties and responsibilities will include:

Membership:

  • Maintain a membership database of 5000+ individual and corporate members, including data entry and report development
  • Create renewal reminders on a monthly (individual) basis
  • Follow-up with prospective members by email, phone and mail with any requested information
  • Serve as primary contact for email subscriptions from web site
  • Process payment information and acknowledge membership renewals
  • Send Thank You letters and follow up materials after renewals are received
  • Respond to requests for information

Programming:

  • Manage information dissemination for programs, including the writing, printing and sending of mass mailing documents, writing and sending Constant Contact email notifications and reminders
  • Represent the Council at events and provide information and promotional materials
  • Serve as primary contact for event registrations, including recording reservations from phone, email or mail, taking payment information and recording on spreadsheet, following-up about any additional programming questions or with needed information (venue location, directions, parking, etc.)
  • Maintain registration list through Constant Contact and excel spreadsheets
  • Oversee registration process at all events
  • Maintain records of attendance at every event along with income and expenses for each program
  • Generate program materials and documents as needed including name tags, speaker awards, table schematics, announcements, etc.
  • Perform post-program assessment and create final reports.
  • Provide logistical and administrative support for two annual fundraisers – World Citizen Award Dinner (Spring), Joint WorldQuest/Academic WorldQuest (Fall)
  • Collaborate with the VP, Programs & Education on educational outreach initiatives as needed
  • Represent the Council at professional conferences
  • Maintain group travel lists and record all payments and travel forms received and issue payment to travel agent
  • Coordinate volunteers for WACC events and fundraisers
  • Work together with the Assistant Director, Programs and Development to develop programming for the WACC’s young professionals group, The Magellan Society (YPs of the WAC Charlotte)

Office Management/ Administration:

  • Maintain supply inventory for entire office, includes soliciting requests, placing orders, distributing supplies and communicating with Council finance contact about payment
  • Generate, copy and distribute needed office forms such as return labels, letterhead, credit card forms and fax forms
  • Compile necessary information from President and CEO and create information packets to disseminate at Board of Directors meetings
  • Send Board/Committee notices for meetings
  • Attend Board of Director’s meetings on a rotational basis with other staff and record minutes
  • Receive and distribute daily mail
  • Oversee Bulk Mail ordering and pick up (as necessary) for mass mailings
  • Oversee UNCC Copy Center printing and copying as needed
  • Maintain equipment, troubleshooting for computer and other office equipment
  • Assist with maintaining WACC website and creating event pages through WordPress
  • Maintain mailing lists with up-to-date contact information
  • Administer annual Year-End Appeal donation process

Accounting:

  • Process credit card payments received from phone, email or mail for WACC events, memberships and donations
  • Enter all payment data received (cash, credit, check) into QuickBooks
  • Maintain WACC PayPal account and perform transfers to bank account
  • Maintain monthly accounting folders
  • Issue and mail checks for WACC invoices upon approval
  • Deposit checks weekly to WACC bank
  • Issue and send invoices and receipts as needed/requested
  • Schedule accountant monthly and assist during visit as needed
  • Serve as primary accounting contact for travelers on all WACC Travel Advantage trips
  • Maintain accounting spreadsheet for all WACC Travel Advantage trips to include payments and documents received from travelers and funds paid to travel agent
  • Maintain yearly spreadsheet of all funds received through the Year End Appeal

The ideal candidate will have the following credentials:

Minimum Requirements:

  • Bachelor’s degree is required
  • Minimum 1-2 years of general office experience
  • Must have knowledge and understanding of international and current issues
  • Familiarity with the Charlotte region and local business community
  • Ability to professionally work with a wide range of constituencies including top and middle level corporate executives and community leaders
  • Excellent written and verbal communication skills
  • Proficient with e-mail, word processing, database management and spreadsheet applications
  • Must be knowledgeable with Windows operating system and Microsoft Suite applications, including Access, Word, PowerPoint, Publisher, FrontPage, and Excel
  • Knowledge of HTML or willingness to learn
  • Must be able to work within a team environment or independently as needed (with limited supervision)
  • Flexibility to adjust schedule for evening programs when possible
  • Must have reliable transportation and the ability to commute to off-site programs

Preferred Requirements:

  • Bachelor’s degree in an international-related field
  • Knowledge of social media applications and technology applications
  • Knowledge of Constant Contact email/event service or similar
  • Knowledge of QuickBooks and general accounting

Interested candidates should submit an e-mail with a cover letter and resume to kdrye@worldaffairscharlotte.org by April 25th. The position will be filled by Monday, May 15th.