(Administrative) Community Department Coordinator

OVERALL JOB PURPOSE/OBJECTIVE:

The Community Department Coordinator will be mainly responsible for ZIN Volume and Mega Mix fulfillment and logistics of physical mailings, managing the ZIN Community Council (ZCOM) program and its volunteers, and supporting content curation for ZIN + SYNC social media channels. They will coordinate the logistics for Convention/Summit Community guests, execute gifts/awards for award recipients, and lead ZCOM events at Convention. They’ll also support the Community team in various other functions like coordinating ZINTalk live stream sessions, vetting ZIN Now live stream class participants, creating surveys and email reminders to Home Office Connection registrants, and creating the ZES, ZJ and ZCOM volunteer slides for the Academy and HOC presentations. The Community Coordinator will work with the Senior ZIN + SYNC Community Development Manager to support ZIN + SYNC Member success through these responsibilities and other projects as needed. 

JOB RESPONSIBILITIES

Essential Responsibilities include the following.  Other duties and special projects may be assigned.

ZIN™ Volume and Mega Mix Fulfillment

• Responsible for the logistics and fulfillment of materials to our instructors on an on-going basis to achieve the following goals:
  • Review and communicate monthly production of ZIN Vol/MM required to meet demand
  • Ensure that all responsibilities dealing with monthly ZIN materials are completed on their due dates including but not limited to final music/choreo details, labels, quality control of music and videos, etc to guarantee that all materials (ZIN Volumes & MM) are shipped out by the 10th of each month.
  • Communicate with (vendor) ADS and (vendor) Mail Innovations to manage any quality, deliverability or cost issues.
  • Adapt to change quickly if any quality issues arise and work with the supplier or internal parties
  • Review inventory and costs for ZIN volumes & MM to meet budget.
  • Coordinate resolution of any issues related to instructor material delivery.
  • Monitor and provide monthly replacement report.
  • Input and reconcile vendor purchase orders and invoices.
  • Document processes and procedures.
  • Reconcile product inventory levels in Zumba systems.
  • Monitor inventory levels at ADS.

ZIN™ Community Council (ZCOM)

• Manage enrollment, online orientation process
• Communicate with volunteers on a weekly basis
• Create monthly survey and respond to urgent needs
• Facilitate collaboration between ZHO departments and volunteers
• Monitor and respond to data from volunteers and report this information as well as District engagement levels to stakeholders
• Point of contact for ZCOM volunteer ZINCON events

 ZIN™ & SYNC Social Media

• Secure content for ZIN & SYNC Facebook pages and manage the approval process for UGC to ensure it’s always cleared by owner before we share/post

Other Support

• Execute ZIN Convention and SYNC Summit Community guest logistics including flights, hotels, per diem etc as needed
• Execute gifts/awards to Convention/Summit award recipients
• Coordinate activities for the ZCOM events (ZCOM volunteer of the year, ZCOM volunteer annual breakfast meeting and gifts, ZCOM annual meet and greet)
• HOCs: send surveys and email reminders to registrants, create ZES, ZJ, + ZCOM volunteer slides for presentations
• Academies: create ZES, ZJ, + ZCOM volunteer slides for presentations
• Schedule ZINTalk live streams and vet ZIN Now livestream class participants 

Supervisory Responsibilities: No  

QUALIFICATIONS

Required Qualifications

• Bachelor's Degree or Equivalent combination of work experience and education.
• Self-starter with solid communication and time management skills.
• Proficient at Excel to manage multiple Excel lists, and have the ability to use Excel functions to ensure accuracy of lists and forecasts
• Proven track record in position that required intense detailed oriented attention.
• Ability to work in fast-paced environment with a sense of urgency
• Excellent problem solver and a self-starter
• Excellent communication and interpersonal skills, written and verbal
• Strong analytical and organizational skills
• Goal and results oriented 

Desired Qualifications

• Interest or prior experience managing social media content.
• Multitask oriented and able to work in a fast environment handling multiple projects.
• Possess a positive and respectful attitude when working with colleagues, associates, and partners.
• Solutions-oriented, and supportive in finding solutions to unexpected challenges.

PHYSICAL DEMANDS: 

While performing the duties of this job, the employee is frequently required to sit, stand, walk, bend, and use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; talk and hear. The employee must occasionally lift and/or move up to 25 pounds (safety/weight belt provided, if requested). Specific vision, peripheral vision, depth perception and the ability to adjust focus is required.