Programs Assistant

VVMF’s Programs Assistant will provide ongoing support to VVMF and its programs including: In Memory, The Wall That Heals, the Wall of Faces, and Education programs as well as ceremonies and events at the Vietnam Veterans Memorial in Washington, D.C. The Programs Assistant will interact with VVMF supporters and volunteers, Vietnam veterans and the general public and provide the highest level of customer service. The person in this position will work within a team of Program Managers and Directors to further support VVMF’s mission to honor and preserve the legacy of service in America and educate about the impact of the Vietnam War and era. The ideal candidate will thrive in a fast-paced environment and enjoy multi-tasking on activities across various programs.

Essential Job Functions/Position Responsibilities:

• Answer general public inquiries about VVMF and its programs via phone/email/mail and routes to appropriate VVMF staff as needed to resolve inquiries in a timely manner.
• Provide excellent customer service with patience and empathy.
• Attend/work ceremonies and events at the Vietnam Veterans Memorial site on the National Mall in Washington, D.C. as part of the VVMF team.
• Meet groups at the Memorial site to assist with tours, name rubbings and assisting visitors to help find names on The Wall.
• Manage inventory and shipments to The Wall That Heals sites during the tour season.
• Manage the VVMF online store including all outgoing shipments, inventory and research on potential new products.
• Ship program supplies to volunteers and partner organizations as requested.
• Manage organization of office and supply needs for Programs staff.
• Other duties/special projects assigned.

PROGRAM SPECIFIC DUTIES:

• Digitize and organize all incoming In Memory paper applications.
• Print and mail out acceptance letters/information for new In Memory
• Assist in creation of online In Memory Honor Roll pages for new honorees.
• Assist in approvals of incoming photos and remembrances for In Memory Honor Roll pages.
• Assist with creating Facebook posts for In Memory: Families of Vietnam Veterans Lost to Agent Orange and PTSD group page.
• Assemble materials for annual In Memory ceremony weekend and post-event mailing.
• Assemble message books for VVMF’s Father’s Day Rose Remembrance, PTSD Awareness and Agent Orange Awareness activities at The Wall each year.
• Assists with Echoes of the Vietnam War podcast by editing transcripts of interviews and creating show notes for each episode.

Special Requirements:

Ceremonies at the Vietnam Veterans Memorial and other special events are vital to VVMF’s mission and programs. All staff members are occasionally required to work extended hours, days and/or weekends (In Memory, Father’s Day, Reading of the Names, etc.) and holidays (Memorial Day, Veterans Day, etc.) as needed. Ceremonies and special events are held off-site and/or outside in all types of weather.

Essential Skills and Experiences:

• Working knowledge of Microsoft Office, primarily Outlook, Excel and Word
• Must possess excellent organizational skills
• Effective verbal, written, and interpersonal skills with ability to interact effectively with a diverse group of professionals, veterans and their families – at times in sensitive and emotional situations with grieving family members
• Must be a self-starter that can recognize work that needs to be done and works proactively to get it done
• Must be trustworthy and accountable
• Ability to pay close attention to small details and possess a high level of accuracy
• Must possess good time management skills and the ability to multi-task and prioritize work
• Work Experience: Candidates should have experience working in an office environment

Preferred Skills and Experiences:

• Knowledge of military protocol and culture a plus
• Previous experience working with veterans a plus

Physical Demands and Work Environment:

The physical demands and work environment characteristics described below represent those required by the responsibilities and essential job functions (duties) of this position.

Physical Demands:

• Lift and move boxes and/or materials up to 40 lbs in weight as needed
• Ability to climb and operate on ladders for movement of storage materials or completing name rubbings
• Able to occasionally work 12+hrs days, specifically during special events
• Long periods sitting at a desk, looking at a computer screen and using a telephone
• Long periods of standing outside during ceremonies and special events

Work Environment:

• Most work done in a typical office setting
• Outdoor work in all weather conditions during ceremonies/events.