Join the Outfit: WRCA Project Coordinator

  • April 25, 2025

BASIC FUNCTION:

Coordinate specific responsibilities listed below and be willing to assist on any project as needed. Be a team player and help grow and enhance the mission of WRCA and the WRCA Foundation.

SPECIFIC RESPONSIBILITIES:

Serve as the initial point of contact in the office.

  • Greet guests in the office and help direct their needs by either handling them personally or directing the guest to the appropriate team member
  • Receive daily incoming mail and sort/deliver to an appropriate team member
  • Ensure that the daily outgoing mail is given to the postman
  • Be the first person to answer phones on the phone tree and either handle personally when possible or direct the caller to the appropriate team member

Serve as a knowledge expert on software (i.e. Raiser’s Edge, One Cause) used by the organization.

  • Have a strong aptitude for usage of the software and how it can best serve the organization
  • Attend/participate in online or in-person training for continued education on best practices for using software systems.
  • Association Related:
    • Coordinate internal membership processes.  Including (but not limited to) data entry into management software, preparation of payment for accountant, printing and mailing of member packets and ranch cards. Coordinate with Marketing Director.
  • Foundation Related:
    • Coordinate internal gift processes. Including (but not limited to) donor gift and scholarship data entry into management software, preparation of gift payment for accountant, printing and mailing of donor letters. Coordinate with Foundation Manager and Foundation Development Manager.

Coordinate event-related details for sanctioned rodeos, youth qualifiers, endorsed events and WCRR ancillary events (i.e. poets/musicians, youth cow horse, special kids ranch rodeo).

  • Ensure receipt of event results from each event committee/contact
  • Compile and organize event results, pictures, videos, etc from each event
  • Process event results (quality control, build official results sheet, prepare/post for social/web and ranch radio show and ensure proper storage of all information)

Coordinate shipping of Cowhand Supply House orders.

  • Ensure necessary supplies are on hand
  • Prepare and ship customer orders

Coordinate details for the World Championship Ranch Rodeo Vendor Shows.

  • Be the first point of contact for all vendors
  • Answer questions from prospective vendors and coordinate vendor show wait list
  • Prepare vendor show applications and ensure disbursement to all existing/prospective vendors
  • Receive and coordinate vendor show applications. Determine validity of applications for possible review/approval.
  • Coordinate with staff liaisons to Trade and Trappings Show, Heritage Show and Ranch Expo on all matters related to the vendor shows

Coordinate a variety of details for WRCA and the WRCA Foundation.

  • Assist in any Foundation related projects throughout the year; including but not limited to: scholarship or crisis processes, fundraising campaigns (including but not limited to auctions, raffles, Calcutta) or donor engagement efforts
  • Assist with board meeting planning and materials as needed.
  • Assist with projects before, during, and after the World Championship Ranch Rodeo.
  • Track, order and maintain necessary office supplies.

Assist with all duties pertaining to the World Championship Ranch Rodeo.

Coordinate other projects assigned by the Association Manager.

INTERNAL RELATIONS:

Report to Association Manager. Will coordinate with and work directly with Marketing Manager, Foundation Manager and Foundation Development Manager on relative projects as needed.

EXTERNAL RELATIONS:

Will have contact with WRCA and WRCA Foundation board of directors. Will handle daily contact via phone, email or social media with ranch teams, cowhand supply customers, members, donors, sponsors and other constituents.

QUALIFICATIONS

  • Outstanding organizational skills
  • Confident, self-starter with skill to accomplish strategic objectives
  • Multi-tasking ability
  • Excellent people skills
  • Confident in communication and public relations skills, both written and verbal
  • Strong aptitude to maintain confidentiality
  • Ability to work independently, making judgments and solving problems, while also being a team player
  • Excellent computer skills with knowledge of all Microsoft applications and able to learn new systems
  • Capacity to organize projects and be accountable for the completion of those projects
  • Able to travel as needed to represent the organization

EDUCATION AND EXPERIENCE

Bachelor’s degree and 5 years related experience; or equivalent of education and experience.

COMPENSATION

  • Salary is dependent on education and/or experience
  • Health, Dental and Vision Benefits
  • Retirement Plan

To be considered for this position:
Send cover letter, resume and references to Leman Wall at leman@wrca.org