The Member Specialist works closely with the Director and Member Coordinator of the AmeriCorps Education Initiative of Utah (AEIOU) to help AmeriCorps Members have a positive and impactful experience as they set up and administer tutoring and mentoring programs in schools across the state of Utah. The Member Specialist plays the critical role of ensuring that AEIOU is in compliance with the rules and regulations of the Corporation for National and Community Service, USERVE, and AmeriCorps. This involves training and assisting each AmeriCorps Member with the technical details involved in their work, on-boarding and exiting each Member in a timely way, and supporting AmeriCorps members’ completion of all requirements in order to complete their term of service and receive their education award. The Member Specialist welcomes each new Member to the program and helps the Director plan and conduct initial and ongoing training's for AmeriCorps members. The Member Specialist helps oversee the work of the Office Assistant and assists in determining needs and schedules for training and site visits by the Director and Member Coordinator.
AEIOU trains and supports approximately 100 AmeriCorps Members who are responsible for setting up and running tutoring and mentoring programs in over 80 schools around the state of Utah. Members work with administrators, staff and teachers in schools to determine which children are in need of extra help with reading (elementary schools) and grades/attendance (secondary schools) then Members recruit, train and supervise volunteer tutors and mentors to work one on one with each student.
Supervise Hiring and Exit process of AmeriCorps members:
- Certify member eligibility.
- Establish member’s accounts in the USERVEUtah AmeriCorps Member Tracking System (IPT) and in the Federal System EGRANTS for pre-service verification
- Enroll and exit members within required time frames
- Initiate member and staff background/sex offender checks through approved systems
- Create and maintain member files member files for required hard copies of documents
- At the end of members’ terms, verify completed requirements, exit members and ensure they are set up for their Education Awards, as applicable.
Member Support:
- Contact members to announce and arrange logistics for pre-service training
- Update and monitor member files
- Monitor and track that all documents are received, filed, uploaded and filed
- Troubleshoot IPT technical issues with members as needed
- Assist with Member Health Insurance, Childcare, Forbearance Forms and the MyAmeriCorps Site
- Handle member reimbursement paperwork
- Ensure members are on track for timely completion of all requirements
- Continually provide member service and support
Training and Site Visits:
- Assist Director in all member training preparations
- Help present pre-service member training on tracking system that members need to be using (IPT); continue to offer further IPT training and support for members throughout the year
- Plan and help conduct make-up training
- Prepare or oversee preparation of copies, folders and other materials needed for training
- Assist with the coordination and conducting of school site-visits, Director and Member Coordinator site visits, and follow-up training
Member Tracking System (IPT) and EGRANTS:
- Establish accounts for site supervisors and members, upload required documents in a timely manner; troubleshoot issues
- Send, monitor, and audit monthly Member Timesheets for accuracy
- Perform office reviews of contracts/timesheets, create reports
- Submit Request for Reimbursements (RFRs)
- Ensure all requirements in EGRANTS are handled in accordance with deadlines
Office:
- Assist Program Director with administrative tasks
- Create and maintain Master Member Spreadsheet
- Monitor and maintain program compliance
- Prepare and submit quarterly reports to USERVEUtah Staff
- Coordinate with Member Coordinator and oversee the work of Office Assistant
- Collect and monitor other grant-required forms (MOUs, ADA Forms, In-kind Contributions, ect)
- Minimum 2 years administrative/office assistant work
- Minimum 2 years project management experience
- Excellent organizational skills (including task and time management)
- Community service experience
- High standards of professional ethics and conduct
- Understanding of school environments
- Excellent written and oral communication skills
- Solid experience working with an online tracking system
- Strong skills in Microsoft Office/Google Suite productivity tools
Required Competencies:
- Organized/Attention to detail - ensure compliance with CNCS and UServe Utah rules and regulations, timely data collection and analysis to monitor implementation and use continuous improvement processes to refine program execution.
- Problem-solving skills – able to think outside the box and come up with ideas and solutions
- Team Player - ability to work effectively with individuals and groups
- Action-Oriented - take on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
- Interpersonal Savvy - relating openly and comfortably with diverse groups of people.
- Drives Results - consistently achieving results, even under tough circumstances.
- Adaptability - adapting approach and demeanor in real time to match the shifting demands of different situations.
- Understanding of school environments
Preferred Qualifications:
- Working knowledge of IPT (online information tracking and timesheet system)
- Successful completion of AmeriCorps term of service or experience working with AmeriCorps programs and members
- Experience tutoring and mentoring children and youth
- Experience working in schools (with teachers, administrators, and staff)
Salary: $31,000 to $40,000 per year