Organizational Structure

Jakara RetreatApril 2010

President

Executive Director

Marketing Membership Coordinator

Program Director

Program Managers

Regional Coordinator

Regional Officers

Office of Fundraising

President

Executive Director1. internal communication

within staff 2. managing cabinet

Marketing1. external communication:

updating blog;

Membership Coordinator1. Recruitment, Retention,

Development 2. Merit System (membership

system)

Program Director1. Managing the program

managers2. point person on the

cabinet who communicates with marketing and regional

coordinators

Program Managers1. responsible for developing and

implementing programs2. responsible for communicating with

Program Director to consult about needed resources

3. responsible for program staff; responsible for doing program

evaluations

Regional Coordinator1. liaison to regional officers

Regional Officers1. coordinate and manage all

regional activities2. responsible for all youth

outreach and training3. provide region specific

assistance to program manager

Office of Fundraising$$$

Programs and Projects

Program Director

Primary contact for proposing new projects and proposals Reviewing project and program plans with program managers to

ensure complete program development Aiding development of project into program Coordinating between different programs to reduce conflict

between scheduling and personnel logistics Point person who communicates with marketing, regional

coordinator, and other positions Managing the program managers Assists in contacting emergency contact if the ball is dropped Review program evaluation with program manager (program

manager submits program recommendations to PD) Oversight of program; financially, logistically, and conflict

resolution

Program Manager

Reports to director on a timely manner Responsible for developing program and project content Must present and organize proposals for funding, manpower,

supplies, etc., in a timely manner to director After event, must interview with director and report pros, cons,

and feedback. Similar to monitoring employee performance Must submit a written review for blog and for tips for future

managers Must have emergency contact in case they drop the ball Develop budget Develop program design, implement program, and program

evaluations assess need for program in community to provide rationale for funds allocation

Membership

Membership Coordinator

Mission: To recruit, develop and retain Jakara Movement members. Responsibilities:

◦ Maintain a database of participants for all Jakara events including name, region and contact info

◦ Inform and designate current members to recruit and market at local events◦ Provide support and training on recruitment strategies, facilitating, and all

other membership issues◦ Obtain up to date and accurate membership info from all regional and

program managers◦ Create and appoint disciplinary actions towards member conflicts◦ Oversee entire merit system◦ Log and track member progress in merit system◦ Responsible for logging and tracking participation and membership dues.◦ J. Kharkoos◦ Thank You cards

Regions

Regional Coordinator

Liaison to regional officers Oversee all regional officers events Reports to executive director Trains regional officers Connects regional officers with all necessary resources Leads monthly conference calls between all regional

leads Maintain calendar of all regional events Responsible for conflict resolution among regional

officers Ensure recognition of regional efforts

◦ Ex: newsletter, blog, etc.

Regional Officers

Lead and direct all regional activities Reports to regional coordinator Responsible for implementation of all regional activities Responsible for volunteer recruitment and training (collaborate w/marketing) Foster and maintain relationships with community members, community

leaders and key stakeholders. Responsible for conflict resolution amongst volunteers Provide regional assistance to program managers as necessary Responsible for participating in monthly conference calls Maintain regional calendar of activities Participate in regional fundraising activities Submit report to regional coordinator of all meeting & events Maintains up-to-date financial records Maintain regular communication with volunteers Update local community on regional activities via monthly newsletter in

English & Punjabi Share photos of regional events

Fundraising

Goals

Raise moneyDonor management

◦Constant contact◦Relations/Retension◦Recruitment – Finding new donors◦Quarterly newsletter (US mail)

Grant researchSetting up fundraisers

◦Regional dinners◦Carwashes◦Fireworks

Goals contd.

◦Creating partnershipsNew sources of funding

◦Corporate funding 7- 11; Sunmaid

◦Corporate matching program◦Work with marketing◦SHARES

MarketingPromote the events, occasions, goals and accomplishments of Jakara and its members with special focus to its mission

statement and its core values.

GOALS

Create brand imageChange community perception of JakaraKeep members and community apprised of

accomplishments and current/past eventsMake Jakara more credible to corporate

fundersPromote programs by creating and

distributing marketing materials and tools in a timely and efficient manner

ROLES/RESPONSIBILITIES/IDEAS

Work and create marketing materials tailored to specific projects/programs

Create marketing plans outlining goals/deadlines; i.e., “Pampers for Pink Ladoos”

Quarterly newsletter that programs and regions contribute to

Monthly office meeting for marketing and fundraising to introduce, maintain and implement new plans; also a monthly meeting with program director’s office

Maintain updated web identity

ROLES/RESPONSIBILITIES/IDEAS contd.

Ensure that marketing projects have ample volunteers

Maintain open communication and professionalism with the office and all our projects

Work with VP to support recruitmentBuild relationships with the community for

prospective vendors with the goal of decreasing overhead costs

Promote Sikhi and how Jakara’s goals match up with it

Train members and maintain mentors for newer members to take over positions

ROLES/RESPONSIBILITIES/IDEAS contd.

Work with Regional offices to ensure regional events and accomplishments are recognized

Introduce new forms of media for promotion of regional and national events

Look up and pursue new funding streamsMaintain consistency Brand image

◦Validate Jakara’s past accomplishments to raise awareness inside/outside our community; GLOBALLY

Office of the Executive Director

Responsibilities

Presiding over monthly cabinet meetingsOverseeing Ombudsman/woman

responsibilities◦Personnel policies – annual “previews”

Creating on intranet◦publishing of minutes of cabinet meetings

Liaison to the Board of DirectorsCabinet executive strategies

◦Specific goals and objectives based on board-specific mission

Annual report

Responsibilities contd.

Metrics for well-managementInternal staff emailsOrganizing staff development activitiesInformed of all processes of organizationCreating organizational “culture”

Possible Future Organizational Chart

President

Executive Director

(External Affairs)

Marketing Membership Coordinator

Fundraising

Executive Director

(Internal Affairs)

Program Director

Program Manager

Regional Director

Regional Manager