Organizational StructureOrganizational Structure

Jakara RetreatApril 2010

Programs and ProjectsPrograms and Projects

Program DirectorProgram 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 ManagerProgram 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

MembershipMembership

Membership CoordinatorMembership 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

RegionsRegions

Regional CoordinatorRegional Coordinator

Liaison to regional officersOversee all regional officers eventsReports to executive directorTrains regional officersConnects regional officers with all necessary

resourcesLeads monthly conference calls between all regional

leadsMaintain calendar of all regional eventsResponsible for conflict resolution among regional

officersEnsure recognition of regional efforts

◦ Ex: newsletter, blog, etc.

Regional OfficersRegional 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

FundraisingFundraising

GoalsGoals

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.Goals contd.

◦Creating partnershipsNew sources of funding

◦Corporate funding 7- 11; Sunmaid

◦Corporate matching program◦Work with marketing◦SHARES

MarketingMarketingPromote the events, occasions, goals and

accomplishments of Jakara and its members with special focus to its mission statement and its core values.

GOALSGOALS

Create brand imageChange community perception of JakaraKeep members and community apprised

of accomplishments and current/past events

Make Jakara more credible to corporate funders

Promote programs by creating and distributing marketing materials and tools in a timely and efficient manner

ROLES/RESPONSIBILITIES/IDEASROLES/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 ROLES/RESPONSIBILITIES/IDEAS contd.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 ROLES/RESPONSIBILITIES/IDEAS contd.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 Office of the Executive DirectorExecutive Director

ResponsibilitiesResponsibilities

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.Responsibilities contd.

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

Possible Future Possible Future Organizational ChartOrganizational Chart