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Recruitment Administrative Assistant

  • Job Tracking ID: 512393-589938
  • Job Location: San Diego, CA
  • Job Level: Any
  • Level of Education: Any
  • Job Type: Full-Time/Regular
  • Date Updated: September 12, 2017
  • Years of Experience: Any
  • Starting Date: ASAP
  • Classification: Non-Exempt, Hourly
  • Salary Range: Salary DOE

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Job Description:

Job Summary

The Recruitment Administrative Assistant provides support to the membership recruitment team and volunteers. She/he coordinates marketing, recruitment and membership support materials and projects that assist in the recruitment of girl and adult members. The assistant partners with marketing to ensure marketing campaigns are effectively implemented and tracked. In addition, oversees lead generation and new troop data quality to ensure the data integrity of information needed for decision making at all levels of the organization.

Essential Duties and Responsibilities

  • Coordinates development and distribution of all marketing materials in partnership with the marketing team for the recruitment of Girl Scout members and volunteers throughout San Diego and Imperial Counties.
  • Handles creation, design, translation, revision and production of digital and paper recruitment fliers and volunteer documents.
  • Coordinates all requests from specialists for materials through in house marketing and print shop.
  • Assists with planning, executing and tracking of membership campaigns throughout the year.
  • Provides administrative support to the membership recruitment team to include, but not limited to, meeting assistance/set up, the preparation of reports, emails, phone calls and other correspondence.
  • Responsible for maintaining, organizing and tracking inventory of electronic and physical files for membership marketing and support material and membership equipment.
  • Sources vendors for new promotional products and tracks expenses for department budget.
  • In collaboration with the membership team, coordinates, participates and assists in the organization of community marketing calendar and results for activities, such as, information/promotional rallies for girls, community marketing outreach activities at schools, community centers, places of worship, etc. in conjunction with service units to support membership strategies.
  • Responsible for analyzing and researching membership data and trends, extracting data from databases and manipulating data using Microsoft Excel for creating and preparing membership reports for internal and external audiences.
  • Works in partnership with membership and marketing staff coordinating various council and membership initiative projects.
  • Performs additional duties as assigned to assist in fulfillment of the council’s mission and goals.
  • Performs frequent de-duping and cleanup of Salesforce records. Conducts daily reviews of zip code validation on Salesforce and assigns leads in split zip codes.


Experience and Skills:

Competencies and areas of expertise may include:

  • Marketing Knowledge - has demonstrated knowledge of the basic principles of marketing (for example, market identification and segmentation, interpretation and use of market data). Demonstrates comfort in presenting the value behind solutions in a way that resonates with what is most important to the potential members/customers of the organization.
  • Business technology expertise - strong user computer skills in Microsoft Office including Word, Excel, Power Point and Outlook. Experience in flier design and layout utilizing Microsoft Office, Adobe Photoshop. CRM experience, especially Salesforce, desirable. Must be able to learn, understand, and apply new technologies with ability to understand the basic data quality principles and practices.
  • Adaptability & Flexibility - responds positively to change, embracing and using new practices or values to accomplish goals and solve problems; adapts approach, goals, and methods to achieve solutions and results in dynamic situations; copes well and helps others deal with the ongoing demands of change; sees and shows others the benefits of change; recovers quickly from setbacks, and finds alternative ways to reach goals or targets.
  • Interpersonal Relations - establishes rapport with others at all organizational levels; respects others; considers and responds to the needs, feelings, and capabilities of others; establishes and maintains an open dialogue with others; has demonstrated ability to market the Girl Scout value proposition through a variety of communication venues including in person, phone, and online.
  • Oral and Written Communication abilities (i.e. In person, verbal, written); expresses ideas and facts in a clear and understandable manner appropriate for the individual or group; listens to and comprehends what others are saying; prepares organized and structured presentations; has demonstrated ability to work with a wide range of sensitive and confidential issues and communicate information effectively to non-technical people which includes a diverse group of girls, volunteers, and staff.
  • Problem-Solving - identifies and analyzes existing and potential problems systematically and thoroughly; reports/documents the problem; obtains and evaluates relevant information and contributing factors; identifies important interrelationships; implements solutions after evaluating alternatives and anticipating their impact; supports decisions or recommendations with data and/or reasoning; defines and implements solutions to problems.
  • Project Management - demonstrated ability to coordinate multiple projects while managing conflicting priorities and deadlines; formulates short- and long-term project goals, objectives, schedules, and priorities in line with council goals; anticipates issues, obstacles, or opportunities that may impact plans or actions; establishes courses of action for accomplishing goals while attending to and incorporating information obtained during day-to-day administrative tasks.
  • Strong attention to detail and organization

Essential Requirements

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Bachelor’s degree or related work experience.
  • Bilingual English/Spanish required.
  • Will be required to work occasional weeknights and weekends.
  • Valid drivers’ license, proof of insurance, and access to reliable transportation. Daily and/or occasional travel may be required.
  • Must have belief in the mission and values of Girl Scouting; be willing to subscribe to the principles expressed in the Promise and Law, and aware of the needs of girls in our pluralistic society.

Office Equipment/ Machines/ Electronic Devices

Personal computer and printers, telephone, fax machine, copier, audiovisual equipment, and other miscellaneous office equipment.

Physical Requirements

  • Ability to stoop, kneel, bend, reach, stand, walk, push, pull, lift, work with fingers, grasp, feel, talk, hear, and perform repetitive motions.
  • Ability to perform light work exerting up to 20 pounds of force occasionally, and/or a negligible amount of force constantly to move objects.
  • Heavy visual acuity required performing such activities as preparing and analyzing data and figures, using computer terminal and reading.

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