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[POSITION DESCRIPTION: OPERATIONS & COMMUNICATIONS DIRECTOR] Morgan Allen

SPORTS OUTREACH INSTITUTE POSITION DESCRIPTION


OPERATIONS AND COMMUNICATIONS DIRECTOR

I. TITLE: Operations & Communications Director


II. ACCOUNTABILITY AND AUTHORITY OF THE POSITION:
A. Reports to the Executive Director in the staff leadership organizational chart
B. Empowered to make decisions concerning the implementation of approved ministries and program activities and to respond to
specific concerns, as directed by the Executive Director, in consultation with staff in respective ministry departments, and in
accordance with the stated mission and core values of Sports Outreach.
C. In partnership with the Administrative Director support the supervision of the International Headquarters Office Staff
(Administrative Assistants, volunteers and interns).
III. MINISTRY PURPOSE:
A. To promote the Mission and Vision of Sports Outreach Institute while providing ministry, programmatic, and administrative
guidance, leadership and support for Ministry Operations, Ministry Financial & Business Operations, and Ministry
Communications / Information Technology Systems of Sports Outreach Institute in accordance with this position
description and as instructed by the Executive Director.
IV. SPECIFIC RESPONSIBILITIES AND DUTIES OF THE POSITION:
A. PROVIDE GUIDANCE AND LEADERSHIP FOR MINISTRY OPERATIONS
1. Assistant to the Executive Director:
i. Provide administrative assistance and ministry support to the Executive Director, including support for work
at our international ministry sites.
ii. Support the development and maintenance of office and ministry policies.
iii. Support the Executive Director in long, medium, and short range planning.
iv. As necessary, travel to international ministry sites to support the Executive Director.
v. Attend meetings of the Board of Directors as necessary or requested by the Executive Director.
2. Engage in team -ministr y wi th the entire ministry life in view:
i. In tandem with the Administrative Director, assist in managing the International Headquarters Office.
ii. Assist in facilitating and coordinating various ministry events/programs and logistical circumstances.
iii. Assist and ensure communication amongst staff as necessary.
iv. As necessary, provide follow-up for mail, e-mail, etc. requiring staff involvement.
v. Know schedules and whereabouts of senior personnel and how to contact them in an emergency.
3. Support Short -Term Minist ry Trips and Minis try Tra vel Arrangements :
i. Assist the Short-Term Missions Director in organizing logistics of short-term teams.
ii. As requested, personally participate in the leadership of teams.
iii. Ensure coordination of staff travel (board meetings, training events, development travel, etc.)
iv. As necessary, respond to unforeseen circumstances to assess and resolve emergency travel situations.
4. Facilitate vari ous ministry projects and assignments as necessary.
B. PROVIDE GUIDANCE AND LEADERSHIP FOR MINISTRY FINANCIAL & BUSINESS OPERATIONS
1. Financial Operations:
i. With the Executive Director & Finance Committee organize the budget preparation process; coordinating
with U.S. & International Ministry Staff in developing budget requirements/projections each fiscal year.
ii. Once budget receives board approval, oversee its implementation at the beginning of each fiscal year.
iii. Monitor all financial institution accounts, provide updates, & interface with Board Treasurers as required.
iv. Administer SOI’s membership with the Evangelical Council for Financial Accountability.
v. Review and oversee all liability, fire/theft, and other insurance policies maintained by the organization.
2. Financial Mana gement:
i. Provide regular updates and communication to the Executive Director relating to the financial status of the
organization: changes, blessings, challenges.*
ii. Serve as resource staff member to Accountant/CPA in preparation of the annual audit & IRS Form 990.*
Position Description for Morgan Allen 1|P a g e
[POSITION DESCRIPTION: OPERATIONS & COMMUNICATIONS DIRECTOR] Morgan Allen

iii. Maintain monthly field staff administrative fees.*


iv. With payroll service, oversee preparation of end-of-year W-2 tax forms and 1099 contract employee forms.*
v. Oversee QuickBooks and Giftworks Data entry; maintaining the Chart of Accounts and Class List*
3. Bank Account Reconciliati on:
i. Review bank statements at end of each month*
ii. Reconcile all deposits and expenses listed on bank statements with data in QuickBooks*
4. Expenses Management:
i. Review all check requisition forms and initial for approval.
ii. Prepare all expense checks, and accounts payable items.
iii. Oversee business credit card accounts, review and record statements, and submit payment.
iv. Oversee payment for services performed by contract employees.
v. Review and process all expense reports from staff, consulting with the Executive Director as he requests.
vi. Review and approve international Electronic Funds Transfers.
5. Donor Management:
i. Oversee receipting and acknowledging of all incoming donations.*
ii. Oversee annual Donation Summary sent to all calendar year donors.*
*tasks are completed collaboratively with the Administrative Director
C. PROVIDE GUIDANCE AND LEADERSHIP FOR MINISTRY COMMUNICATIONS & INFORMATION TECHNOLOGY
1. Marketing Communicat ions :
i. Develop, implement, and maintain SOI’s Master Annual Communications Plan.
ii. Regularly evaluate the effectiveness of communication channels and implement improvements.
iii. Manage external communications including the effective use of broadcast, print, direct mail, and Internet.
This speaks to the effective positioning and branding of SOI.
iv. Develop opportunities for SOI to be represented at appropriate conventions and conferences.
2. Print Media and Electronic Communications :
i. Oversee the production of all print media: layout, design, production and distribution.
ii. Supervise the publications and printing process of all regularly scheduled direct mailings.
iii. Oversee the creation and management of the SportsOutreach.net web site and sub-websites and seek new
opportunities to improve the effectiveness of Web-related communication.
iv. Develop an effective means of mass email communication with donors and supporters.
3. Video and Audio/Visual Communications :
i. Oversee video camera operation, editing, and production, including on location video shooting at
international ministry sites and domestic / local ministry events.
ii. As necessary, recruit and work with outside vendors to produce promotional videos of SOI ministries as an
informational, outreach, marketing, and/or development tool.
4. Informati on Technolo gy Sys tems – International Head quarters :
i. Maintain inter-office communication by instituting effective e-mail, messaging & conferencing protocols.
ii. Evaluate the organization's technology use and needs and make/recommend improvements
iii. Ensure that training is provided for the use of various software and equipment.
5. Informati on Technolo gy Sys tems – US Offices and Inte rnatio nal Ministr y Sites :
i. Stay informed of advances in technology in the geographic regions where SOI/SOM offices are located.
ii. With local staff, evaluate technology needs at ministry offices and implement needed improvements.
iii. Establish protocols for effective e-mail, messaging, and other electronic communication between ministry
sites and International Headquarters.
V. POSITION COMPENSATION – WORK HOURS, SALARY, AND EXPENSES:
A. Work Hours: Position is full time – 40 to 45 hours +/- per week.
B. Salary Compensation $30,000 starting salary
C. Travel Expenses Trips to ministry sites, training, conferences, & board meetings

Position Description for Morgan Allen 2|P a g e