Download - Organizational structure
Organizational Structure
Jakara RetreatApril 2010
President
Executive Director
Marketing Membership Coordinator
Program Director
Program Managers
Regional Coordinator
Regional Officers
Office of Fundraising
President
Executive Director1. internal communication
within staff 2. managing cabinet
Marketing1. external communication:
updating blog;
Membership Coordinator1. Recruitment, Retention,
Development 2. Merit System (membership
system)
Program Director1. Managing the program
managers2. point person on the
cabinet who communicates with marketing and regional
coordinators
Program Managers1. responsible for developing and
implementing programs2. responsible for communicating with
Program Director to consult about needed resources
3. responsible for program staff; responsible for doing program
evaluations
Regional Coordinator1. liaison to regional officers
Regional Officers1. coordinate and manage all
regional activities2. responsible for all youth
outreach and training3. provide region specific
assistance to program manager
Office of Fundraising$$$
Programs and Projects
Program Director
Primary contact for proposing new projects and proposals Reviewing project and program plans with program managers to
ensure complete program development Aiding development of project into program Coordinating between different programs to reduce conflict
between scheduling and personnel logistics Point person who communicates with marketing, regional
coordinator, and other positions Managing the program managers Assists in contacting emergency contact if the ball is dropped Review program evaluation with program manager (program
manager submits program recommendations to PD) Oversight of program; financially, logistically, and conflict
resolution
Program Manager
Reports to director on a timely manner Responsible for developing program and project content Must present and organize proposals for funding, manpower,
supplies, etc., in a timely manner to director After event, must interview with director and report pros, cons,
and feedback. Similar to monitoring employee performance Must submit a written review for blog and for tips for future
managers Must have emergency contact in case they drop the ball Develop budget Develop program design, implement program, and program
evaluations assess need for program in community to provide rationale for funds allocation
Membership
Membership Coordinator
Mission: To recruit, develop and retain Jakara Movement members. Responsibilities:
◦ Maintain a database of participants for all Jakara events including name, region and contact info
◦ Inform and designate current members to recruit and market at local events◦ Provide support and training on recruitment strategies, facilitating, and all
other membership issues◦ Obtain up to date and accurate membership info from all regional and
program managers◦ Create and appoint disciplinary actions towards member conflicts◦ Oversee entire merit system◦ Log and track member progress in merit system◦ Responsible for logging and tracking participation and membership dues.◦ J. Kharkoos◦ Thank You cards
Regions
Regional Coordinator
Liaison to regional officers Oversee all regional officers events Reports to executive director Trains regional officers Connects regional officers with all necessary resources Leads monthly conference calls between all regional
leads Maintain calendar of all regional events Responsible for conflict resolution among regional
officers Ensure recognition of regional efforts
◦ Ex: newsletter, blog, etc.
Regional Officers
Lead and direct all regional activities Reports to regional coordinator Responsible for implementation of all regional activities Responsible for volunteer recruitment and training (collaborate w/marketing) Foster and maintain relationships with community members, community
leaders and key stakeholders. Responsible for conflict resolution amongst volunteers Provide regional assistance to program managers as necessary Responsible for participating in monthly conference calls Maintain regional calendar of activities Participate in regional fundraising activities Submit report to regional coordinator of all meeting & events Maintains up-to-date financial records Maintain regular communication with volunteers Update local community on regional activities via monthly newsletter in
English & Punjabi Share photos of regional events
Fundraising
Goals
Raise moneyDonor management
◦Constant contact◦Relations/Retension◦Recruitment – Finding new donors◦Quarterly newsletter (US mail)
Grant researchSetting up fundraisers
◦Regional dinners◦Carwashes◦Fireworks
Goals contd.
◦Creating partnershipsNew sources of funding
◦Corporate funding 7- 11; Sunmaid
◦Corporate matching program◦Work with marketing◦SHARES
MarketingPromote the events, occasions, goals and accomplishments of Jakara and its members with special focus to its mission
statement and its core values.
GOALS
Create brand imageChange community perception of JakaraKeep members and community apprised of
accomplishments and current/past eventsMake Jakara more credible to corporate
fundersPromote programs by creating and
distributing marketing materials and tools in a timely and efficient manner
ROLES/RESPONSIBILITIES/IDEAS
Work and create marketing materials tailored to specific projects/programs
Create marketing plans outlining goals/deadlines; i.e., “Pampers for Pink Ladoos”
Quarterly newsletter that programs and regions contribute to
Monthly office meeting for marketing and fundraising to introduce, maintain and implement new plans; also a monthly meeting with program director’s office
Maintain updated web identity
ROLES/RESPONSIBILITIES/IDEAS contd.
Ensure that marketing projects have ample volunteers
Maintain open communication and professionalism with the office and all our projects
Work with VP to support recruitmentBuild relationships with the community for
prospective vendors with the goal of decreasing overhead costs
Promote Sikhi and how Jakara’s goals match up with it
Train members and maintain mentors for newer members to take over positions
ROLES/RESPONSIBILITIES/IDEAS contd.
Work with Regional offices to ensure regional events and accomplishments are recognized
Introduce new forms of media for promotion of regional and national events
Look up and pursue new funding streamsMaintain consistency Brand image
◦Validate Jakara’s past accomplishments to raise awareness inside/outside our community; GLOBALLY
Office of the Executive Director
Responsibilities
Presiding over monthly cabinet meetingsOverseeing Ombudsman/woman
responsibilities◦Personnel policies – annual “previews”
Creating on intranet◦publishing of minutes of cabinet meetings
Liaison to the Board of DirectorsCabinet executive strategies
◦Specific goals and objectives based on board-specific mission
Annual report
Responsibilities contd.
Metrics for well-managementInternal staff emailsOrganizing staff development activitiesInformed of all processes of organizationCreating organizational “culture”
Possible Future Organizational Chart
President
Executive Director
(External Affairs)
Marketing Membership Coordinator
Fundraising
Executive Director
(Internal Affairs)
Program Director
Program Manager
Regional Director
Regional Manager