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RESOURCE

Welcome to DevoCenter Digital


Hey it’s Charlene and I’m a nonprofit advisor with DevoCenter Digital. At DevoCenter we focus on helping women build better nonprofits.

We support human resources, marketing and fundraising. And, I’m most excited about encouraging deep reflection on love, leadership and learning in our communities

We intend to change the narrative about nonprofits. We want women to see themselves as entrepreneurs and have fulfilling careers in community service.

DevoCenter Digital is a learning space for nonprofit leaders with small teams that need to make a big impact. This library is easy to navigate by either search or browse and subscribers can access articles, download worksheets, find grant opportunities, or request live chat support.

I hope you find this resource helpful and I’d love to hear from you. - C

Charlene Damali Turner
Nonprofit Advisor
devocenter.org/contact

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Preparing for Fundraising

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Creating a comprehensive fundraising strategy is essential for nonprofits looking to secure funding. Here's a checklist to help guide you through the process:

  1. Define Organizational Need

    • Determine what you need by evaluating current resources, upcoming projects, and future aspirations.

  2. Identify Your Fundraising Team

    • Decide who will take active roles in fundraising - board members, staff, and/or volunteers.

  3. Discuss Team Roles

    • Outline responsibilities for each team member to streamline the process and improve efficiency.

  4. Gather Required Documents

  5. Decide How You Will Track and Manage Opportunities

    • Implement a system to monitor opportunities, deadlines, and outcomes - CRM, spreadsheet, or list.

  6. Create a Fundraising Calendar

    • Design a timeline of activities, deadlines, and key dates to ensure no opportunities are missed.

  7. Choose a Fundraising Method or Methods

    • Evaluate and select the fundraising techniques that best fit your organization.

    • refer to: Fundraising Methods

  8. Set Fundraising Goals

    • Clearly outline your targets - financial goals, number of applications sent, etc.

  9. Register for Giving Portals and Platforms

  10. Search for and Apply to Opportunities:

By following this checklist, organizations can navigate the fundraising process more efficiently and maximize their potential for securing necessary funds.

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Operational Audits for Nonprofits

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Operational audits are a valuable tool for nonprofits to maintain good governance, financial integrity, and effectiveness in achieving their mission. They contribute to the long-term sustainability and success of the organization and reinforce trust amongst stakeholders.

The DevoCenter Compliance Checklist is divided into 4 sections:

Governance | Financial | Fundraising | Organizational

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Maintaining Board Minutes

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Maintaining Board Minutes

Maintaining board minutes is an important part of nonprofit governance and accountability. The minutes provide legal protection, support transparency, and serve as a valuable historical reference for the organization. By establishing a systematic process for capturing and retaining accurate minutes, nonprofits can ensure they operate with integrity and fulfill their mission effectively.

Process Summary

  • Minutes should accurately capture all discussions, decisions, and resolutions made during board meetings

  • Minutes should be prepared promptly after the board meeting to ensure accuracy

  • Minutes of the previous meeting should be reviewed and approved at the beginning of the next meeting

  • Minutes should be retained for a specific period as required by organizational policies

  • Minutes should be accessible to authorized individuals for review

  • Minutes should be signed by the board secretary or authorized officer to verify accuracy and authenticity

  • Meetings should be at the frequency indicated in the bylaws, and minutes should be available for each

Why Do We Need Board Meeting Minutes?

Board minutes are written records of the proceedings and decisions made during board meetings. These minutes are legal and historical documentation that helps the nonprofit remain compliant, transparent, and accountable to its stakeholders.

Legal Compliance and Governance: Nonprofit organizations are subject to various laws and regulations, and maintaining board minutes is a legal requirement for any nonprofit filing a 990. The minutes provide evidence that the board is fulfilling its duties, acting in the best interest of the organization, and adhering to its bylaws and articles of incorporation.

Liability Protection: In the event of legal disputes or investigations, minutes act as a defense to demonstrate that decisions were made with due diligence and in accordance with the nonprofit's policies and objectives. This can help shield individual board members from personal liability.

Transparency and Accountability: Board minutes help stakeholders to understand how decisions are made and resources are allocated. Transparent governance increases trust and confidence in leadership, which is essential for strong partnerships.

Historical Record: Board minutes provide valuable insights into the organization's progress, challenges, and strategic direction over time. Having access to past minutes can be beneficial for new board members and leadership, ensuring continuity and informed decision-making.

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Your Nonprofit Pitch

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Developing a 15-30 second elevator pitch for your nonprofit requires careful consideration and concise communication. In this brief timeframe you want to capture the essence of your nonprofit's mission, unique approach, and impact.

  • Start by clearly defining your nonprofit's purpose in a single sentence, and then identify the unique selling proposition that sets your organization apart.

  • Tailor your pitch to resonate with your target audience and structure it around three key components: the problem you aim to solve, your solution or approach, and the tangible impact you have or plan to make.

  • Practice and refine your pitch, ensuring it remains conversational, authentic, and impactful. With a well-crafted elevator pitch, you can captivate attention, inspire action, and open doors to new supporters and partnerships for your nonprofit organization.

SAMPLE

I'm Charlene and I provide business services and learning opportunities to women in nonprofit leadership.

I work with entrepreneurs all across the country to help them improve their nonprofit businesses, prepare for funding, and achieve career satisfaction.

I host a Mastermind for Women where we supporting each other, learning together and developing grant proposals.

You can visit us online at DevoCenter.org for more information or contact me directly.

Supermarket Gift Cards and Grants for Nonprofits

Many supermarkets offer gift cards and grants to nonprofits as part of their community outreach and corporate social responsibility initiatives. While the specific programs and availability may vary by location, here are some examples of major supermarkets that have been known to offer such opportunities:

Aldi Cares Community Grants

Costco Warehouse Donation Request Form

Kroger Giving Back

Publix Super Markets Charities

Walmart Local Community Grants

Whole Foods Community Giving

Fundraising Methods

Fundraising is the lifeblood of nonprofit organizations. Various approaches can engage different donor segments and maximize the potential for financial support. By embracing a multi-faceted strategy, fundraisers can reach wider audiences, tap into different funding sources, and propel their initiatives toward success.

  • Donations: Voluntary contributions of money, goods, or services given to support a cause or organization.

  • Fundraisers: Events or campaigns organized to raise funds for a specific purpose or cause.

  • Crowdfunding: Collecting small contributions from a large number of people through online platforms.

  • Sponsorships: Support by businesses or individuals in exchange for recognition or benefits.

  • Corporate Grants: Contributions from corporations to support nonprofit organizations or initiatives.

  • Foundation Grants: Financial support provided by private foundations to nonprofit organizations.

  • Government Grants: Government funding to support various projects, programs, or services.

  • Planned Giving: Donor arrangements to leave a portion of assets or estate to a charitable organizations

  • Capital Campaigns: Money raised for specific projects - such as building construction or expansions

Tax Exempt Certificates

It's important to consult with a tax professional or local tax authority to obtain accurate and up-to-date information that applies to your nonprofit organization.

To find the required tax exempt form for your state, Google “tax exempt certificate [your state]”.

Understanding Tax Exempt Certificates
Tax exempt certificates, also known as resale certificates or exemption certificates, are official documents issued by the government to qualifying organizations, such as nonprofit entities. These certificates allow nonprofits to make purchases without paying sales tax on eligible items or services. Essentially, they serve as proof that the organization is exempt from paying sales tax due to its nonprofit status and mission-driven activities.

Qualifying for Tax Exempt Status
To obtain a tax exempt certificate, nonprofit organizations must meet specific requirements established by the tax authorities in their jurisdiction. These requirements typically include demonstrating that the organization operates exclusively for charitable, educational, religious, or other exempt purposes outlined in the tax laws. Nonprofits need to apply for tax-exempt status with the appropriate government agency and receive approval before receiving their certificate.

Quick Facts

  • Exempt Purposes Generally, tax-exempt purchases must be directly related to the nonprofit organization's exempt purpose.

  • Nonprofit Use Tax exemptions usually apply only to purchases made for the nonprofit organization's use, not for personal or individual purposes.

  • Purchases Tangible goods like office supplies, equipment, or materials used for program activities may qualify. Exemptions may not extend to certain luxury items, entertainment expenses, or non-essential goods.

  • Resale Exemption Nonprofits may be eligible for sales tax exemption when purchasing goods that they intend to resell as part of their fundraising activities. However, proper documentation, such as a resale certificate, may be required to claim this exemption.

  • Thresholds Some jurisdictions may impose thresholds on the value of tax-exempt purchases within a specified period. Nonprofits must be aware of these thresholds to ensure compliance and avoid any limitations or penalties associated with exceeding them.

  • Documentation Nonprofits are typically required to maintain proper documentation and records of tax-exempt purchases. This may include keeping copies of invoices, receipts, tax-exempt certificates, and other supporting documents.

501c3 Types - Public Charities vs Private Foundations

The are a few key differences between 501(c)(3) private foundation and 501(c)(3) public charities. Consult legal and tax professionals for information and guidance regarding your organizations requirements.

  1. Operational and Funding Structure:

    • Private Foundation: A private foundation is typically funded by a single source, such as an individual, family, or corporation. It often operates with its own endowment or assets. Private foundations are governed by a board of directors or trustees, which may include family members or individuals associated with the founding entity.

    • Public Charity: A public charity, on the other hand, is usually funded by a diverse range of sources, including public donations, government grants, and program service revenues. It generally has a broader base of support and relies on public contributions to sustain its operations. Public charities may have a board of directors or trustees as well.

  2. Activities:

    • Private Foundation: Private foundations are typically engaged in grantmaking activities, where they provide funds to support charitable causes and organizations. They often have specific areas of focus or grantmaking priorities, such as education, health, or the arts. Private foundations can also engage in their own direct charitable activities, such as operating programs or initiatives.

    • Public Charity: Public charities are more actively involved in direct charitable activities and may have their own programs and initiatives to advance their mission. They engage in a broader range of activities, such as providing services directly to individuals or communities, conducting research, advocating for specific causes, and raising public awareness.

  3. Public Support:

    • Private Foundation: Private foundations typically receive support from a limited number of donors, often the original founder and their family or close associates. They may also receive contributions from corporations or other foundations. Public support for a private foundation is usually limited, and they might have stricter limitations on the amount of support they can receive from the general public.

    • Public Charity: Public charities rely heavily on public support, including donations from individuals, corporations, and government funding. They have a broader base of public donors and often engage in fundraising activities to sustain their operations. Public charities must meet specific public support tests to maintain their status, demonstrating that they receive a substantial amount of support from the general public.

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Fundraising | Document Checklist

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Use this list to get organized before you start soliciting funds

Administrative

  • IRS Determination Letter (501c3)

  • Signed W9

  • Recent 990

  • Staff Bios/ Resumes

  • List of Board Members and Partners

Financial

  • Operational Budget

  • Actual Program Budget

  • Requested Program Budget

  • Income statements

  • Audited financials

  • Grants.gov /login.gov access information

Program

  • Mission Statement

  • Organization’s History

  • Draft Letter of Inquiry

  • Logic Model or Program Overview

  • Program or Event Description

  • Impact Statement

  • Case for Support

  • Project Plan with Timeline

  • Sustainability Plan

  • Service Numbers and Demographics

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Nonprofit Compliance | Organizing Digital Files

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Nonprofit Compliance | Annual Board Checklist
Board members are expected to provide leadership to a nonprofit organization. They are responsible for establishing policy and ensuring compliance, while the executive director (ED) is responsible for implementation and operational oversight. Boards will function differently based on size, history, leadership styles and other factors, however, there are a few things that all boards should do at least annually.

Bylaws and Governance Policies

  • Board members should be aware of and have easy access to corporate documents: bylaws, conflict of interest policy, articles of incorporation, IRS determination letter, meeting minutes.

  • Annually board members should review bylaws and submit certifications to confirm that they understand and agree to abide by the conflict of interest and other governance policies.

Accounting, Filings and Insurance

  • Confirm state filings, charity registrations, employment taxes, insurance, and business licenses (if required) are current.

  • Examine accountants audit and federal 990 or 990N filings; verify tax exempt status.

  • Review financials, approve budget (including Executive Director compensation); evaluate cash flow.

Vision, Mission and Outlook

  • Revisit the vision and mission of the organization, and ensure alignment to current strategy and planned activities.

Brand Presentation

  • Examine website, newsletter, social media channels, proposals, and printed media to assess readiness to share with program participants, donors, partners, funders and friends.

Partnerships and Fundraising

  • Discuss, identify and list current and potential partners and funders. Determine outreach, relationship building and proposal submission strategies.

Organizational Development

  • Participate in Executive Director and board member recruitment.

  • Ensure Executive Director has adequate resources to meet organizational objectives. Review board, staff and volunteer roles and responsibilities to determine if current capacity meets program requirements.


* This checklist is for quick reference and for informational purposes only. It is not meant to replace legal advice.

References:

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Board Governance and Documents

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What Information Does Your Board Need Access To?

repost from Boardable | The Nonprofit Board Governance Guide

Agenda and Minutes: These items help your members always have up-to-date details on meetings and recent history. Check your state laws to see if there are requirements for how long you keep these records and whether they need to be publicly accessible.

Bylaws: These ensure your meetings run smoothly and that members know your expectations. They also spell out procedures for common issues from voting procedure to board member attendance.

Strategic Plans: Whether they are long-term or short-term, board members need to document strategic plans to be able to provide you with the best insight and assistance for moving forward.

Your History and Mission: Members should always know who your nonprofit serves, and why you do what you do. It’s a good idea to review your history and mission at board retreats and make sure everyone is on the same page.

Board Expectation Agreement: This essential document outlines exactly what you expect from board members in detail, avoiding miscommunication or unwanted results. It should include topics such as attendance, personal donations, fundraising support, ambassadorship efforts, and anything else your organization expects board members to do.

Board Member Job Description: Specific details of what board membership looks like and how directors serve your board helps prospective members decide if board service is for them.

Committee Charges: Details about what a committee does, who is responsible for it, and how decisions are made set this reporting structure up for success.

Legal Documents: From your articles of incorporation to your legal status and other essentials, have important legal documents available for board members to easily access.

Financials: Budget, financial statements, and your last annual audit results are among the important documents that boards need to make decisions. Again, check with local laws about requirements for what needs to be made public and how long documents need to be retained.

Contact Details: Maintain this information for the current board, any active emeritus members, and key executive employees. Identify who emergency contacts are in various situations and consider making contact info shareable (as desired) among board members.

Calendar: A clear, easy-to-understand calendar of your upcoming events, activities, and important dates for your nonprofit—updated every meeting—ensures better attendance.

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Board and Executive Director Roles

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DIVISION OF DUTIES

MISSION

Board of Directors

  • Approve mission, vision, values, strategic plan

  • Review and approve annual implementation plan to ensure consistency with strategic plan

  • Ensure legal and ethical integrity

  • Maintain accountability, including complying with reporting and accounting requirements

  • Be aware of key risks and mitigation strategies

Executive Director

  • Work with board to develop mission, vision, values, strategic plan

  • Develop annual implementation plan and advise board when milestones in implementation are reached

FINACIALS

Board of Directors

  • Approve annual budget

  • Approve internal control policies

  • Hire financial auditor

  • Review financial indicators and ensure adjustments are made

  • Approve investment policies and ensure compliance with regulatory requirements

  • Support fundraising activities

Executive Director

  • Develop annual budget, establish income and expense parameters, determine specific expenditures within approved budget lines

  • Work with board to develop financial policies and internal controls

  • Respond to auditor findings

  • Report to board on cash flow, budget to actual, and other key financial measures

  • Comply with board-approved financial policies and reporting requirements

  • Work with board to develop and execute fundraising strategy

PROGRAMS

Board of Directors

  • Ensure that programs are achieving objectives

Executive Director

  • Develop and implement programs

  • Provide evidence of program effectiveness

PEOPLE

Board of Directors

  • Hire and evaluate the executive director

  • Approve personnel policies and review salary information

  • Draft grievance and whistleblower policies

Executive Director

Hire and supervise all other staff

Set compensation and benefits for individual employees within organizational policies

SAMPLE POSITION DESCRIPTION TABLE

 
 
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End of Year Appeals

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An annual appeal is a request for donations sent at the end of the year for something specific. According to NonprofitsSource.com, 30% of annual giving occurs in December, so it's important for nonprofits to position themselves and be prepared for the ask. Below is a template and sample letter to help guide your writing.

DevoCenter Sample Letter

GREETING

This year we’ve made great strides towards our efforts to help female founders of educational nonprofits deliver meaningful youth programs and have fulfilling careers in community service. In December we will complete the 2nd year pilot of our Changemakers Leadership Program. We also launched our digital library for nonprofit leaders who want to get organized and prepare for funding. We’re excited to share the successes that our leaders have had, the challenges that they still face and give you an opportunity to get involved and support women at work with our kids.

STORY

The women we serve are enthusiastic, connected their causes, and dedicated to learning that uplifts and prepares young people for the future. They are knowledgeable, creative problem solvers who selflessly devote their time to improving the lives of others. These nonprofit leaders need support in the form of resources and capacity to continue their important work. In 2022 through our Changemakers program we delivered more than 300 pro bono hours, resulting in operational audits, brand kits and funder packages that help demonstrate organizational readiness and articulate programmatic impact.

NEED

In 2023 we intend to continue our work with existing Changemakers. We learned through the pilot that more work is needed around data collection, program evaluation and measurement of outcomes. Assessing program performance is essential for decision-making and inspiring confidence in supporters. Our goal is to raise $12,495 in support of this project.

DIRECT ASK

Please consider a gift of $125 or more in support of women entreprenuers and the young people who rely on them for personal development, out-of-school learning experiences, community service opportunities and holistic care. Your donation can be made securely online at devocenter.org/donate.

CLOSING

Thank you for your consideration and for believing that local women can and should be empowered to make positive change in our neighborhoods. Please contact us if we can be of service in any way, and connect with us online: linkin.bio/devocenter.

SIGNATURE

With sincere love and gratitude,

Charlene Turner
Executive Director
DevoCenter for Service-Learning

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Project Management Overview

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A good project management process is necessary if you want to support your team in reaching short and long term goals, and design and deliver excellent programs.

A good process will help keep the team organized and help them to work more efficiently.

A project is defined as an event or an endeavor with a specific beginning and end date. A successful project must be on-time, on budget, and result in deliverables (product, service, or result) as defined by a detailed scope of work.

Examples include: creating a new program, organizing an event, executing a fundraising campaign, or introducing a new membership management system.

A project manager should be assigned to make sure that the process is followed, that the team stays on track, that tasks are completed on time, and that the project stays within budget. There are lots project management tools available, but fundamentally you’ll want to begin with a Project Charter and decide on a simple way to list and track project data.

Use this Project Charter Template to define project objectives, scope, and required resources.

Then choose an application that will allow you to:

  • See all tasks, deliverables and deadlines with start and end dates

  • Track team member’s tasks and time spent, and project costs

  • Share this information with the entire team

As you are designing and executing your plan, be sure to:

  • Set SMART goals to develop a realistic project plan. SMART goals are Specific, Measurable, Achievable, Relevant, and Time-Bound.

  • Track Data from the very beginning and throughout the projects life span. You want to be able to evaluate and report on progress, performance, deliverables, time and costs.

  • Communicate expectation, progress, and risks and be available to support when necessary.


Project Management Phases

  • INITIATE: Project Charter
    summarize justification, deliverables, benefits, risks, budget, milestones and project team

  • PLAN: Project Scope
    detail scope, budget, schedule, communication plan, and risk management strategy

  • EXECUTE: Project Launch
    undertake tasks, establish tracking protocols and performance indicators, forecast outcomes

  • CONTROL: Project Monitoring
    revisit objectives, measure progress, performance, deliverables, time and costs

  • CLOSE: Project Reporting
    document the process, results, lessons learned, and report all quantifiable data

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Project Charter Template

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ABC Organization Project Charter

Project Name: “A Wonderful Winter” Fundraiser

Project Description: A one night event celebrating successes over the past year.

Justification: This project supports our goals of:

  • Increasing donations by 25% over last year

  • Encouraging stakeholders and inspiring donors through storytelling

Deliverables:

  • Fundraiser invite printed mailer

  • Landing page for ticket sales

  • Venue, decorations and meals

  • Event handouts, presentation media, entertainment and speaker lineup

Benefits:

  • Raise awareness about a cause

  • Strengthen donor relationships

  • Recognize outstanding teamwork

  • Reflect and celebrate!

Risks: 

  • We have to monitor the budget and projected income as to not spend more than we take in.

  • The team lacks experience producing events

Budget: Not to exceed $5,000

Milestones: 

  • Convene a planning team and assign tasks by August 1, 2023

  • Reserve a venue by September 1, 2023

  • Publish landing page and mail invites by September 15, 2023

  • Second round and follow up invites by October 15, 2023

  • Prepare event handouts, presentation media, entertainment and speaker lineup by November 15, 2023

  • Second round and follow up invites by December 1, 2023

  • Confirm decorations and meals by December 7, 2023

  • Event date: December TBD, 2023

Team Members:

  • Project Manager

  • Event Coordinator

  • Graphic Designer

  • Marketing Coordinator

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Introduction to Service Leadership

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Service-Leadership

Service Leadership is a management style and a process that prioritizes the greater good over individual interests. Nonprofit Service Leaders serve employees, program participants and the community with humility, intention and care. When considering service leadership the goal is to understand service as a leadership model and discuss its significance, characteristics and role in nonprofit management.

What distinguishes service leadership from other leadership models is the connection to community and commitment to developing others holistically. It’s a compassionate approach to management that results in high morale, increased engagement, strong ethical standards for the organization, and the development of future leaders.

Service Leaders are empathetic, persuasive, big-picture thinkers with a high degree of emotional intelligence, and they are active and curious listeners who are open to feedback. Building relationships through service leadership takes time and leaders have to find the balance between reaching business goals and objectives that serve the whole community.

Service Leaders are:

  • humble and know how to quiet the ego

  • active and curious listeners

  • empathic relationship builders

  • focused on building others up

  • emotionally intelligent

  • persuasive communicators

  • big picture strategic thinkers

  • open to feedback

  • patient with the pace of progress

  • able to balance business goals and community objectives

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Finding Statistics for Nonprofit Proposals

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Logic Model Samples

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A logic model is a visual way to illustrate the resources or inputs required to implement a program, the activities and outputs of a program, and the desired program outcomes (short-term, long-term).

Logic models assist in program planning, implementation, management, evaluation, and reporting. They help define program requirements, stakeholders, activities, deliverables, goals and impacts. They are useful tool to for developing letters of inquiry and proposals, and they are essential to program assessment. Experts agree that there are connections between program success and using logic models.

source: Administration for Children and Families

Logic Model Sample

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Job Description | Nonprofit Administrative Manager

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This Administrative Manager position offers insight into all aspects of managing and growing a nonprofit business. This list is meant to provide some guidance as we navigate what’s needed together. It may change over time.

Communications

  • Track and manage executive tasks and to-dos

  • Meet with director weekly to review projects and calendar

  • Liaison with board members, clients, customers, participants, and partners

  • Communicate and maintain relationships with press and media contacts

Data Management

  • Research and update grant opportunities database

  • Maintain administrative contact and reference lists

  • Manage and track organizational data and key metrics

  • Assist with organizing electronic files and digital library

Marketing

  • Contribute to and manage web pages, blog posts and SEO

  • Assist with copywriting and delivery of e-newsletters

  • Manage social media calendar, schedule posts and engage with online connections

  • Research and report developments with e-marketing and e-commerce