Membership Department Manager

SUMMARY

The Membership Coordinator is responsible for the management and supervision of all department functions and operations within the goals and objectives established by management. This position is critical to upholding the integrity and confidentiality of the Membership Department.

MINIMUM REQUIREMENTS

• Must have a high school diploma or GED
• Must have 3-5 years of management experience
• Must have 3-5 years of experience membership related duties
• Must have a genuine interest in genealogy.
• Must be able to multi-task, be detail oriented, and demonstrate interpersonal, oral and written communication skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Determine various applications of enrollment process.
• Analyze difficult case assignments relating to blood degrees, research the collateral family application, and process to completion.
• Cross-reference of GTB Base Roll, Durant Roll and accompanying field notes to determine the merits of each case.
• Prepare family tree documentation without error.
• Prepare and present Tribal Council Resolutions accurately.
• Manage and coordinate sub-department's objectives and goals for future development and growth.
• Assist with Coordination of sub-department efforts with outside agencies and organizations and represent GTB on behalf of sub-departments.
• Recognize errors as they unfold through the course of research.
• Assist research of membership applications, which include future members, tribal adoption, and request for degree of Indian Blood changes.
• Work with other tribal offices that require information from the Membership Office and provide information in a professional and timely manner.
• Maintain strict confidentiality of all files and cases in the membership office.
• Attend meetings and functions as directed.
• Participate in training sessions to update skills that may be necessary or growth of the position.
• Handle high stress situations when dealing with members and applicants for membership.
• Maintain detailed contact records when dealing with members and applicants for membership.
• Provide information to Tribal Council when requested about issues concerning membership and other programs within the Membership Office.
• Conduct enrollment procedures of the Grand Traverse Band and the Bureau of Indian Affairs Enrollment procedures.
• Demonstrate knowledge with the Grand Traverse Band constitution concerning membership.
• Provide assistance to the staff in maintaining and updating membership files.
• Demonstrate knowledge with the Grand Traverse Band Base Roll, the Durant Roll and Durant field notes.
• Provide assistance in Grand Traverse Band elections when required, which may include travel and election booths work in the tribes six county service area.
• Prepare, develop, and implement one and five year plans based upon input received from Council and from program activity.
• Recommend new programs to supervisor; modify or recommend termination of existing programs based on effectiveness and community needs.
• Direct the formulation and implementation of program changes as required through the subordinate staff.
• Allocate and reprogram resources within the Membership Department as required to accommodate changing conditions.
• Establish accountability and responsibility within department and achieve an equitable distribution of appropriate organizational resources through changes in the structure and alignment of functions.
• Redefine and prioritize departmental requirements and resources.
• Approve internal policies and operational changes within authority granted.
• Review and update program procedures as necessary.
• Review check requests and purchase requisitions as needed.
• Establish fees, charges, and operational hours of Membership Department.
• Arrange meetings with supervisors and Council to determine and coordinate the implementation of plans designed to meet departmental objectives and goals.
• Assess the value of services and the achievement of program objectives and goals through visits and discussions with Tribal Council and other interested groups.
• Maximize the department's contribution in terms of operational effectiveness, service, and support to the community and public served.
• Initiate, via tribal and local media channels, a viable information awareness program detailing programs and services offered by the Membership Department.
• Evaluate results achieved in terms or objectives, goals and costs.
• Analyze workload, the achievement of objectives and goals, total cost of each program, quality of performance, community/public response and satisfaction (or marginal impact, if any), etc. and determine/suggest corrective action(s) as needed.
• Complete factual assessments and determine program shortcomings (if any), their underlying causes, and determine measures required to preclude their recurrence.
• Oversee the budget preparation involving all operational activities within the department.
• Complete timely, in-depth fiscal reviews of each program with the appropriate program/activity supervisor(s).
• Manage all phases of operations in the department through analysis and evaluation of operating reports, accounting statements, and budgets.
• Serve as the focal point for policies and practices involving Membership Department.
• Evaluate for merit all recommendations and/or criticisms received and direct appropriate adjustments or changes, or elevate concerns to appropriate level.
• Coordinate with appropriate individuals/entities and departmental changes that would involve or impact other elements in the community.
• Establish necessary internal controls and safeguards to protect Government-owned resources against fraud, waste, and abuse.
• Direct changes to correct unusual or recurring problems, or elevate to appropriate level as needed.
• Update supervisor on significant action plans, in process, or completed, and on problems of interest to the Tribal Council.
• Provide assistance and direction to staff subordinates on preparing departmental actions that ensure uniformity and consistency in carrying out policy and operational activities.
• Maintain liaison with social and special service-related organizations.
• Attend and/or ensure proper department/tribe representation at meetings that relate to Membership Department programs.
• Adhere to sound business principles in managing activities that generate income; monitor internal controls in all activities to maintain financially stable operation.
• Ensure that departmental budgetary goals are achieved providing programs that are cost effective and insofar as possible, financially self-sufficient.
• Other duties as assigned

OTHER SKILLS AND ABILITIES

• General proficiency in computers with Microsoft products.
• General proficiency in 10-key and other office equipment.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with demonstrated patience, tact, and respect.
• Exceptional detail and follow-up skills.
• Ability to effectively establish priorities and meet deadlines.
• Basic General Advanced proficiency in leadership and management skills and techniques.
• Ability to quickly evaluate alternatives and decide on a plan of action.

EDUCATION AND/OR EXPERIENCE

• Bachelor's degree in Human Services, Business Administration, Public Administration, or in a related field or equivalent work experience as determined by the Tribal manager.
• 3 years of experience in a supervisory position in an office environment.
• Basic knowledge of business, budgeting, accounting, purchasing and planning.
• Advanced knowledge of applicable law, regulations, rules, procedures, and administration is required.
• Advanced supervisory skills.

SUPERVISORY RESPONSIBILITIES

• Exercises full supervisory authority for all departmental staff.
• Responsible for the overall direction, coordination, and evaluation of the subordinate work unit.
• Plans the work, sets priorities for completion, and assigns work to subordinates.
• Evaluates subordinates' performance and advises, counsels, and instructs them on work and administrative matters according to established policy and procedure.
• Identifies and provides for developmental and other training needs of subordinates.
• Interviews and hires for vacancies in positions within the subordinate work unit.
• Resolves complaints and grievances originating within and/or affecting the subordinate work unit.
• Determines and takes disciplinary action as required, consistent with established policy and/or laws.
• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

EQUIPMENT TO BE USED

General office equipment such as, calculators, computers, modem, copiers, fax, phone systems, etc.

TYPICAL PHYSICAL DEMANDS

Work requires sitting, lifting, reaching, walking, and lifting heavy objects, such as a case of paper or several books at once. Also requires manual dexterity to operate office equipment, keyboarding, copiers, etc.

TYPICAL MENTAL DEMANDS

The employee uses judgment in identifying and selecting the most appropriate procedures to use, or in determining which of several established alternatives to use. Some deadlines are involved, so there is time pressure on occasion.

WORKING CONDITIONS

A good deal of work is performed in an office environment, but it is important to realize that some of the work is on the floor and in the offices of the various properties and that you are expected to go on-site regular basis.

COMMENTS

Native American Preference will apply. Must be willing and able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regard to confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time through motion with Tribal Council approval. Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.

Current Openings for Membership Department Manager Jobs at Grand Traverse Band of Ottawa and Chippewa Indians