TITLE: Executive Director
DATE: August 2021
I. POSITION SUMMARY:
The Executive Director enables the mission of Women of Providence (WPC) in collaboration through administration of the organization and planning and preparation for its programs and projects. In conjunction with the Governing Board, she is responsible for representing the Women of Providence and leading the organization by preparing and designing programs that foster awareness and deeper understanding of Providence theology and spirituality, both among the Women of Providence members themselves and beyond. The Executive Director manages the organization’s finances, investments, human resource matters, collaboration with other external organizations, recruiting of consultants and volunteers to assist with project development. Working with others, she markets WPC programs and materials and shares information regularly through the WPC newsletter and other venues. She is accountable to the WPC Governing Board.
II. PRINCIPAL RESPONSIBILITIES:
REPRESENTS THE WPC GOVERNING BOARD IN INTERACTING WITH VARIOUS ORGANIZATIONS, VENDORS, CONGREGATIONS AND OTHERS.
In dialogue with various formal and informal groups, represents the mission and values of the WPC Governing Board.
Signs contracts and makes agreement on behalf of and in consort with the WPC Governing Board.
PROVIDES LEADERSHIP IN THE DEVELOPMENT AND COORDINATION OF PROGRAMS AND EVENTS AROUND THE PROVIDENCE CHARISM
PROVIDENCE EVENTS – Plans with core committee; produces and distributes brochure; communicates with speakers, facilitators, entertainers, organizational committee, core committee, facilities managers, and ritual and environment planners; processes registrations; drafts budget.
DINNER AT LCWR ASSEMBLY – Invites WPC members present, plans meal with hotel, coordinates the event.
RETREATS – Invites retreat leaders to develop retreats on Providence spirituality and distributes information about opportunities.
SPIRITUAL REFLECTIONS – Invites reflectors, selects Providence spirituality quotes and coordinate distribution of reflections. To date these have focused on Lenten and Advent themes but other projects may be added by the WPC Board from time to time.
DEVELOPS AND COORDINATES ACTIVITIES FOR SPECIAL SUB-GROUPS
VOCATIONS/FORMATION/LEADERSHIP CONFERENCE – Plans the conference with committee; attends the annual conference which includes a speaker on Providence spirituality and focus groups for ministry sharing.
INITIAL FORMATION GROUP – Plans the meeting with committee and attends annual (or less frequent) gathering of members in initial formation designed to develop relationships across WPC congregations.
ASSOCIATE DIRECTORS AND LEADER LIAISONS CONFERENCE – Plans the conference with the committee and attends conference. This every-other-year conference focuses on sharing and deepening Providence spirituality.
OVERSEES INTERNAL AND EXTERNAL COMMUNICATIONS WITH MEMBER CONGREGATIONS AND THE PUBLIC
Communicates with Board, Executive Committee, sub groups, and public regarding Providence spirituality opportunities.
ATTENDS AND PLANS FOR ALL MEETINGS OF THE EXECUTIVE COMMITTEE AND THE GOVERNING BOARD
Attends annual Board meeting and Executive Committee meeting; plans the agenda with Chair of Board and distributes preparation materials; reports to Committee and Board on activities and resources.
MAINTAINS MEMBERSHIP LISTS AND OTHER DATA REQUIRED BY THE EXECUTIVE COMMITTEE
Maintains Governing Board membership lists and VFL, IFG, Communicators and Associate Directors lists; maintains corporation minutes; completes annually the forms for the listing in National Catholic Directory in Archdiocese of Indianapolis.
MAINTAINS BUDGET AND FINANCIAL INFORMATION, ETC.
Gathers material for budget process and prepares a budget draft with figures related to proposed budget changes; maintains check register on Quickbooks and prints income/expense reports; balances bank account/checkbook; transfers money to/from money market account; processes registration fees, reimbursements, expenses.
PREPARES AND DISSEMINATES TIMELY COMMUNICATIONS
NEWSLETTER – Publishes the Newsletter three times annually; invites articles from all congregations; reviews materials; writes a column entitled “From the Director” for the Newsletter coordinates layout with graphic artist.
CORRESPONDENCE – sends information about meetings and travel arrangements for Board, Executive Committee, VFL, IFG, Associates Directors.
WEBSITE – arranges for manager of website and makes additions/revisions as needed.
COORDINATES INFORMATION ABOUT WPC PROGRAMS
Distributes Providence Event brochures, invitations and travel information for VFL, IFG, Associates Directors.
FILES THE CORPORATION ANNUAL REPORT WITH STATE OF INDIANA
Contacts attorney to file annual report in January.
III. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
1. Requires the knowledge and understanding of Providence theology and spirituality. Must demonstrate creativity in identifying new approaches in sharing this knowledge and understanding with varied audiences.
2. Requires strong leadership and administrative skills and relevant experience in overseeing a corporation, being responsible for the business aspects of its operations, and remaining in compliance with laws and statutes relative to its functioning.
3. Necessitates the capacity for relationship building with strong interpersonal skills that enable effective working relationships with key groups and individuals, including Congregational leaders, the WPC Board and Executive Committee, specific committees such as the VFL/ Associates and others.
4. Requires ability to function in a one-person office with limited on-site assistance and to be a self starter in overseeing large scale, complex meetings, such as the Providence Events, and smaller gatherings that require collaboration with WPC members and Associates.
5. Requires an organized person comfortable in meeting deadlines and producing high quality work without on-site supervision.
6. Requires excellent written and verbal communication skills – as well as inter-personal communication and customer service skills. Demonstrates the ability to work with sensitive and confidential information/material.
7. Must be detail, goal and team-oriented. Must use time management skills, be able to adapt quickly to change and have good problem solving skills.
8. Requires ability to use office-based, windows computer systems, including Microsoft Office applications, email, and Quickbooks. Must have an understanding of the Internet as a tool for communication with WPC members
and the ability to assure the WPC website is relevant and up to date.
IV. WORKING CONDITIONS:
1. Requires working in a normal office environment where there are relatively few physical discomforts.
2. Requires some lifting and standing. Also requires gathering of materials, setting up of meetings and conferences.
3. Required to work outside the normal business hours on occasion and with a can do attitude. This includes overnight travel to various locations.
V. REPORTING RELATIONSHIPS:
1. Reports to the Women of Providence Governing Board.
2. Must relate effectively with the Leadership Teams of the WPC Congregations.
3. Has responsibility for leading or supervising the work of other consultants and committees, such as in planning meetings, and for assuring project support and effective project coordination.
4. Must be able to collaborate with others in order to maintain and achieve overall goals of the WPC.
The above is intended to describe the principal responsibilities and outcomes, and the associated requirements, as well as the work environment. It is not intended as an exhaustive list of all aspects of the job.