CAREERS

GROW YOUR CAREER AT BIG BROTHERS BIG SISTERS

We’re always looking for talented, dedicated people who believe in the power of mentoring to change the life of a child for the better, forever. We are committed to a diverse workforce with representation from every walk of life. We recognize how our organization is greatly enhanced when we unite people of diverse backgrounds, experiences, and perspectives.

TO APPLY

Please send resume, cover letters and other required application materials as stated in the job description to careers@iebigs.org. No phone calls, please. Qualified applicants will be contacted shortly.

OPEN POSITIONS

JOB TITLE: Program Manager

DEPARTMENT: Community Mentoring Program

REPORTS TO: Executive Director

FLSA STATUS: Full-Time, Exempt

Our Mission: Our Mission is to help children reach their potential through professionally supported, one to one mentoring relationships that have a measurable impact.  Our Vision is successful mentoring relationships for all children who need and want them contributing to brighter futures, better schools, and stronger communities.
 
 

JOB SUMMARY

Programmatic administrative leadership position responsible for identification, development, implementation, management, and evaluation of the Traditional Program team and delivery of services. Importance given in the ability to develop quantitative and qualitative methods of evaluating program success. Demonstrated management skills, including the supervision, development, evaluation and motivation of direct reports. Experience in the development and delivery of collaborative programming with other agencies, stakeholders and internal departments. Excellent public speaking skills. Excellent written and oral communication skills. Personal computing skills desirable. Overall demonstration of a willingness and aptitude to learn and work.
 
 

JOB RESPONSIBILITIES

Program Maintenance and Supervision

Manager is responsible for ensuring all established timelines, metrics, and benchmarks are met, and that all volunteers are efficiently screened and matched to ensure the best possible outcome.

Manager is also responsible for match closure rate, frequency of match closures, average match length, volunteer rematch rate, and customer satisfaction.

Manager works directly with the Engagement/Recruitment Coordinator and Mentor Training and Engagement Manager for recruitment and retention support efforts.

Manager shall oversee the quality and professionalism to all service area programs and corresponding staff. Responsibilities which include all case work meeting BBBSOC/IE program manual/policies, Big Brothers Big Sisters of America standards and the agency mission and vision.

Ensure agency policies, practices and manuals (with regard to program) are current and develop comprehensive, measurable “best practices”.

Collaborate with team and Mentor Training and Engagement Manager to implement plans to maintain, educate and cultivate current volunteers to create longevity with the agency.

Plan and implement in-service staff development/training sessions. Arrange for outside professional development as needed and serve as such for other agencies as appropriate.

Facilitate monthly professional staff meetings.

Act as a liaison between the professional staff and the Director of Programs.

Program Responsibilities

Interview, hire, train, supervise and terminate program staff according to personnel policies and with approval of the Executive Director and Director of Programs.

Assure that all professional staff members have written performance expectations and receive regular performance reviews.

Develop, train, motivate staff and follow up with staff to review performance management tool

Provide feedback to the Director of Programs relative to all programs in the service area implementation and delivery of programming efforts.

Oversight and completion of monthly QA for Traditional Based staff.

Review policy, procedures, forms and reports to ensure they are up-to-date at all times.

Collect necessary data as required to make reports to BBBSOC and BBBSIE Boards, committees, and funding sources.

Identify and eliminate barriers interfering with the enrollment process and safety

Utilization of in-person, telephone, and electronic correspondence to ensure that child safety, match relationship development, positive youth development, and volunteer satisfaction are fulfilled without sacrificing program

Ensures high-level proficiency in applying child safety and risk management knowledge, policies, and procedures through all aspects of the job function.

Conduct match closure exit interviews by phone with all parties. Assess reasons for closure and re-match or re-engagement potential.

For premature or unexpected closed matches, conduct an exit interview and refer to the Director for final review and signature.

Metrics they are responsible for 3-year retention, # of new matches annually, safety measures at 98%

Special Activities

Approve, plan and assign staff to various agency hosted match events, fundraising events, Big Nights, Big Chats, Mentor Trainings/workshops, OC/IE events, etc.

Fund Development

Work with Development Manager on a yearlong plan for get engaging the team, Bigs and matches for “Bowl For Kids’ Sake”

Coordinate schedules and engagement of the team for other fund development events.

Help to identify and plan for staff to get involved with fundraisers with the Director of Programs and Executive Director.

Be mindful that new program partners can also be fund development partners and plan strategies with the Executive Director and Director of Programs.

Community Involvement

Serve as the agency’s representative, as requested, at various social service/community alliances and meetings.

Provide leadership in encouraging the development of collaborative efforts/partnerships among social service agencies which will serve to further the mission and vision of our agency.

Supervise the resources for discounted activities and tickets, as well as, the renewal of the match discount book.

Budget, Funding, & Expenses

Responsible for traditional program expenses and revenue development.

Identify and maintain professional files with respect to potential funding sources for agency programming efforts.

Assist Director of Programs to develop budgets for program delivery. Prepare and manage program budgets.

 

JOB QUALIFICATIONS

  • Bachelor’s Degree required;
  • Bilingual–Spanish & English–oral and written; preferred
  • Three years’ experience in direct employee supervision preferred
  • Experience working with both child and adult populations; specific assessment, intake or interview experience preferred.
  • Demonstrated leadership and coaching abilities.
  • Proficiency in Microsoft Office; including Word, Outlook, and Excel.
  • Access to a reliable automobile; valid driver’s license; and automobile insurance
  • Able to work independently exercising good judgment, decision making and problem solving skills
  • Excellent time management and attention to detail.
  • Excellent oral and written communication skills reflecting solid customer service both in-person and telephone.
  • Able to succeed in a fast-paced environment
  • Able to work with confidential information
  • Able to relate well in multicultural environments
  • Able to effectively collaborate with peers
  • Able to use time effectively and able to focus on details
  • Able to maintain boundaries with clients.

 

REQUIRED SKILLS AND ABILITIES

Customer Focus

Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and service; talks and acts with customers in mind; establishes and maintains effective relationship with customers and gains their trust and respect; ensures customers feel they have been listened to; establishes credibility quickly.

Interpersonal Savvy

Relates well to all kinds of people; builds appropriate rapport; practices active listening; builds constructive and effective relationships; deals effectively with diversity; uses diplomacy and tact; capable of diffusing difficult situations comfortably; manages frustration appropriately; is easy to approach and talk to; spends the extra effort to put others at ease.

Organizational Ability

Can marshal resources to get things done; orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and follows established process.

Results/Outcome Oriented

Is motivated by results; can be counted on to meet and exceed goals successfully; bottom-lined oriented; pushes self for results; sets clear objectives and measures, monitors process and progress; brings forward innovative practices and suggestions for improvements.

Promotes Vision and Mission

Effectively promotes the agency mission and vision, internally, as well as with the broader community.

WORK ENVIRONMENT

The environmental conditions described are representative of those that must be met by an employee to successfully perform the functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

Routine office environment.

 

Frequent independent travel.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and required skills. Job Description may be subject to change to meet the needs of the organization.

Your employment with BBBSOC will be “at will,” meaning that either you or BBBSOC may end your employment at any time and for any reason, with or without cause.

Your employment with BBBSOC/IE will be “at will,” meaning that either you or BBBSOC/IE may end your employment at any time and for any reason, with or without cause.

JOB TITLE: Executive Assistant

DEPARTMENT: Administration          

REPORTS TO: Executive Director

FLSA STATUS: Full-Time, Hourly 

 

AGENCY VISION and MISSION

Our Vision is successful mentoring relationships for all children who need and want them contributing to brighter futures, better schools, and stronger communities. Our Mission is to help children reach their potential through professionally supported, one to one mentoring relationships that have measurable impact. 

 

POSITION OVERVIEW

This is a full-time role supporting the Executive Director. For this role, you’ll will be stationed at our Riverside Office with availability to work remote 1 day per week. Typical hours for this role are 9am-5pm, Monday-Friday; on occasion there is a need to work additional hours on evenings and weekends during a launch or other events throughout the year.

 

MISSION

The mission of the Executive Assistant is to stay five steps ahead of their leader, tracking all of the administrative details, managing the donor database, and clearing the path for the ED to make the greatest contribution to the agency. The Executive Assistant will be a key asset to the ED by anticipating needs at an exceptionally high level, allowing the ED to develop vision and strategy for all aspects of revenue, programs, and executive leadership so that the mission of the Big Brothers Big Sisters infiltrates the region.

 

While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the ED’s needs and the needs of the agency. The most important responsibility of the Executive Assistant is to ensure that: (1) administrative tasks and projects and (2) project manage fundraising activities are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of the ED.

 

RESPONSIBILITIES

 

The Executive Assistant will have the following primary responsibilities:

·       Meeting management including preparing agendas, printing financial reports, taking notes, distributing action items, and other meeting needs;

·       Communicating on the ED’s behalf both internally and externally;

·       Email management on behalf of the ED and supporting ED with updating staff on tasks, deadlines, and action items;

·       Running errands and attending in person meetings multiple times per week;

·       Complex calendar management and scheduling (professionally) on behalf of the ED and other designated team members.

·       Varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, coordinating travel, and ordering gifts/flowers, etc.

·       Manages the donor database which includes: maintaining accuracy and integrity of database, real time updates, tracking donor management and prompting the ED for donor stewardship timelines;

·       Perform office duties that include ordering office supplies and working with property manager;

·       Other duties as assigned by the ED.

 

 

JOB PROFICIENCIES

 

Database Knowledge: The ED’s EA will have a high attention to detail and accuracy, using their existing experience dealing with CRM systems, running report, updating information, and tracking donations.

 

Quality Communication: The EA must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, GoogleChat messages, text messages and/or emails.

 

High Level of Discretion: Since our EA will regularly work with confidential information,

discretion and sensitivity regarding financial information is a must. Team Player: In addition to working directly with the ED, the EA will also work with members of the leadership team at the Riverside office. They’ll need to be able to collaborate and communicate well with these team members, maintaining trust and unity amongst the team.

 

Affinity for Technology: Our executive assistant will not be intimidated by learning new technology. Proficiency in the following tech platforms is ideal: Zoom, Google Suite, SalesForce, Microsoft Office Suite.

 

 

JOB QUALIFICATIONS

Education: Some College, Bachelor’s degree preferred

Experience: 2-5 years supporting executives or directors.

Physical: Ability to bend, reach, and lift boxes and office supplies up to 30 lbs.

 

 

AGENCY REQUIRED SKILLS AND ABILITIES

Customer Focus

Dedicated to meeting the expectations and requirements of internal and external customers; obtains first-hand customer information and uses it for improvements in products and services; talks and acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect; ensures customers feel they have been listened to; establishes credibility quickly.

 

Interpersonal Savvy

Relates well to all kinds of people; builds appropriate rapport; practices active listening; builds constructive and effective relationships; deals effectively with diversity; uses diplomacy and tact; capable of diffusing difficult situations comfortably; manages frustration appropriately; is easy to approach and talk to; spends the extra effort to put others at ease.

 

Organizational Ability

Can marshal resources to get things done; orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and follows established process.

 

Results/Outcome Oriented

Is motivated by results; can be counted on to meet and exceed goals successfully; bottom-lined oriented; pushes self for results; sets clear objectives and measures, monitors process and progress; brings forward innovative practices and suggestions for improvements.

 

Promotes Vision and Mission

Effectively promotes the agency mission and vision, internally, as well as with the broader community.

 

Work Environment

The environmental conditions described are representative of those that must be met by an employee to successfully perform the functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

·       Routine office environment.

·       Frequent independent travel.

 

 

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not intended to be an exhaustive list of all duties, responsibilities, and required skills. Job Description may be subject to change to meet the needs of the organization.

 

Your employment with BBBSOC/IE will be “at will,” meaning that either you or BBBSOC/IE may end your employment at any time and for any reason, with or without cause.