Assistant Director, Admin Ops

Description

NATURE OF WORK:

The Assistant Director, Administrative Operations, is responsible for managing the administrative operations of the organization, including eligibility matters, bylaw compliance, charter actions, and organizational policy guidance. This position will work closely with the Director of Administrative Operations to ensure adherence to the Congressional Charter, National Bylaws, and various policies at all organizational levels. This role requires advanced knowledge of VFW Bylaws, Manual of Procedure, and the unique aspects of fraternal operations.

TYPICAL DUTIES AND RESPONSIBILITIES:

Coordinate and manage the Unit Records Department to ensure accurate record-keeping for all organizational levels, including managing election report mailings and data entry processes.

Oversee the review, update, and maintenance of organizational Bylaws, corporation documents, and interpret their application for compliance with National Bylaws.

Manage and process charter actions, including new charters, replacement charters, cancellations, consolidations, and suspensions.

Address emblematic matters, ensuring proper authorization for the use of VFW emblems and names.

Assist in composing and maintaining National Council of Administration summaries, National Officers' directory, and records from National Convention and Council of Administration meetings.

Coordinate aspects of the National Convention, Washington Conference, and other national meetings, including production of training materials.

Monitor and respond to correspondence regarding organizational operations, including "VFW INFO," and direct inquiries to appropriate departments as needed.

Aid in the editing, formatting, and proofing of new National Bylaws, Manual of Procedure, and Ritual.

Assist in managing internal procedures for handling requests for military items, such as rifles and ammunition, and oversee internal disciplinary actions, appeals, and legal matters.

Provide advice and recommendations to the Commander-in-Chief and Adjutant General on administrative matters and prepare formal rulings, opinions, and policy statements.

Research and prepare rulings, opinions and policy statements for the Commander-in-Chief and Adjutant General.

Resolve and/or refer complaints and problems concerning subordinate units of the organization by preparing correspondence for the Commander-in-Chief and Adjutant General.

Assist in managing the daily operations and managing of the Administrative Operations department to assure the processing of the daily operations of all functions of this area. Includes maintaining, updating and improving standard operating procedures utilized by department team members.

Assist the Director, Administrative Operations, in managing, monitoring and reviewing legal actions, disciplinary actions, appeals and rights of members.  Construct responses, approval/disapproval and execution orders for the Commander-in-Chief when directed.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

Must be eligible for VFW membership to attend the National Convention as a member in good standing and represent the National Organization at regional or state meetings.

Requires advanced human relations, analytical, organizational, and management skills to interface with Department Officers, staff personnel, and general membership.

Must have advanced knowledge of VFW Bylaws, Manual of Procedure, and the inner workings of fraternal operations.

Requires at least five (5) years of practical experience within the VFW or similar organization, with comprehensive knowledge of organizational structure, Bylaws, policies, and procedures.

Must possess strong written and verbal communication skills, along with proficiency in Microsoft Office and other software applications.

SCOPE OF POSITION:

This position reports directly to the Director of Administrative Operations.

Responsible for managing other administrative personnel and overseeing departmental operations.

The role requires significant analytical work and may involve decision-making on complex issues affecting all organizational levels.

Regularly interacts with Department Adjutants, Directors, and office staff to clarify administrative policies and ensure procedural compliance.

This is an FLSA exempt position. 

WORKING CONDITIONS:

The position involves approximately 90% office-based work and 10% travel to represent the National Organization at conferences, conventions, and other meetings.

MAJOR ACCOUNTABILITIES:

Ensure charter actions are processed accurately, and proper records are maintained.

Ensure organizational Bylaws and Articles of Incorporation are in compliance with National Bylaws and relevant policies.

Address all questions related to National Bylaws, Manuals of Procedure, and Ritual efficiently.

Provide accurate information and administrative support to maintain smooth operations across the organization.

The above duties are general in nature and are not intended to reflect all duties which may be required of the incumbent.

If not already listed as a requirement for the position, all employees (if eligible) are encouraged to become members of the VFW.  If ineligible for VFW membership, employees (if eligible) are encouraged to join the VFW Auxiliary. Additionally, all employees are encouraged to actively promote the benefits of membership into the VFW and VFW Auxiliary to others that qualify. 

Full benefits package available to include medical, dental, vision, 401(k) match, and paid time off.

Relocation assistance may be available and can be negotiated as part of the total compensation package.  

Qualifications