Home > Minnesota jobs > Minnesota administrative/office

Posted: Thursday, November 23, 2017 12:35 AM


Organization Summary:

As the largest and oldest mentoring agency in the region, Big Brothers Big Sisters of the Greater Twin Cities (BBBS) has a strong foundation that makes it possible for us to get kids on the path to success. We work hard to build and sustain relationships with individuals in our community to mentor children and youth to become their true selves. We have been matching Twin Cities kids with mentors since 1920. We serve over 2,000 young people every year with a staff of 60.

BBBS’s mission is to provide children facing adversity with strong and enduring, professionally-supported relationships that change their lives for the better, forever. BBBS accomplishes its mission by:
· Providing deep and intentional partnerships with our youth
· Building and sustaining deep relationships with our mentors
· Building a strong organizational foundation
· Creating a workplace culture that represents who we serve
· Transforming our community to understand the importance of our youth
BBBS’s vision is that all children achieve success in life.

Primary Duties:

BBBS is looking for a Sr. Program & Administrative Coordinator who will support the program department through coordinating grant and contract tracking, acting as a program coordinator, and providing administrative support to the VP of Programs.

Primary Function of the Position

Coordinate Grant and Contract Tracking and Monitoring

Serve as a liaison between the program, finance, and advancement departments to facilitate the exchange of information related to grant proposal development, grant management and monitoring, and grant reporting. This will include the following:
· Work closely with program managers to create program-related budget requests for grant and contract proposals, and submit the budget details to Finance for creation of the overall grant/contract budgets.
· Work closely with Finance to monitor grant-related expenditures and work with program managers to ensure that grant funds are being expended according to the approved timeline and budget.
· Lead department efforts to ensure accurate coding and tracking of grant-funded participants in the agency’s data systems.
· Working closely with the program managers and continuous improvement managers, pull data out of the program database to monitor completion of grant-related objectives, and provide to internal staff for progress reports.
· Maintain the program department grants tracker, updating it regularly to enable program management to monitor grant and contract-related goals.
· Schedule and lead quarterly grants meetings.
· As needed, alert management of any concerns related to grant-funded project implementation and progress.
· Collaborate with the development and finance departments to ensure accuracy of requirements and deadlines for monitoring and reporting.
· Monitor staff time tracking related to grants and contracts and work with closely with finance and program management to ensure staff time is being spent according to grant and contract plans.

Support Program Participants as a Program Coordinator:

Work collaboratively with agency’s mentoring program staff, especially in the site-based mentoring team, the community-based enrollment and matching team, and teen programming team. Serve as a program coordinator as needed/assigned, especially during times of staff vacancy or high demand, such as fall school-based volunteer enrollment and year-end meetings. Depending upon the area of demand/vacancy, responsibilities may include:
· Assist in establishing relationships in the community to provide high quality services to our families and volunteers
· Support Participate Recruitment and Enrollment Efforts, including:
o Lead volunteer informational sessions and/or pre-match volunteer trainings.
o Assist with child recruitment, as needed, to meet agency’s match goals
· Support Enrollment and Matching Processes for Community-Based and School-Based matches, as assigned, including:
o Perform volunteer reference checks.
o Interview and assess volunteers and children for appropriateness for the program.
o Accept, reject or refer volunteers and children as necessary
o Make match proposals based on the interviews and assessments of volunteers and children
o Assist in the coordination of match meetings.
· Provide high-quality match engagement and match support services, as assigned, including:
o Establish rapport with match participants.
o Promote a high quality match experience by ensuring compliance with BBBS National Standards of Practice for match support and adhering to documentation standards.
o Regularly assess the health and progress of the match
o Develop and coordinate activities for matches that help build youth assets.
o Work with other department staff to ensure participants are connected to college, career readiness, and intentional programming being offered.
o Administer evaluation tools and utilize data to help enhance the match relationship
· When assigned, develop and lead group mentoring experiences between elementary and high school youth.
o Coordinate a structured group mentoring experience, typically in an after school setting.
o Lead large groups of up to 50 youth at a time.
o Serve as a coach and role model to high school aged mentors.
o Identify ways to engage and support high school aged mentors.
· Plan, coordinate, and participate in match activities and agency events, as assigned.
· Complete all necessary database entries related to program coordination duties, according to agency standards.
· Assist with other program functions and tasks as assigned.

Provide administrative support to the Vice President of Programs (VPP) and the Department

• Assist VPP in management of the department budgets.
• Coordinate and manage receipts for department credit cards and invoices.
• Assist in the preparation and distribution of documents, including maintaining and assembling materials for VPP’s use in community outreach and partnership development.
• Maintain VPP’s files, including participant files requiring confidentiality.
• Schedule business travel and accommodations.
• Pull program-related mailing lists and data for agency’s system for use by other departments and internal teams.
· Arrange and coordinate new staff and board/committee member orientation sessions.
· Create, print and mail custom and form letters to parents, volunteers and others as needed.
· Support the agency’s administrative team, and to provide support for phone coverage/general administration from time to time as needed.
· Organize and maintains administrative files to ensure accessibility of information.

· Prepare confidential and/or complex documents with minimal direction.
· Schedule large departmental meetings and coordinate details, including space, materials and food.
• Carry out special projects as requested by the VPP, such as managing the annual Bigs of the Year nomination process and recognition activities.

Contribute to the Overall Success of the Agency.

Carry out other duties as assigned and critical to achieve the BBBS mission, including:
· Work collaboratively to achieve results as specified in the annual business plan.
· Promote teamwork by overseeing and participating in various teams including work groups and interdepartmental meetings.
· Develop and maintain sensitivity to employee diversity, and demonstrate cultural competence in the workplace and in the services provided by the agency.
· Demonstrate respectful treatment of other employees, program participants and all stakeholders.
· Positively represent BBBS in the larger community.
· Build community support for the organization by helping to recruit volunteers and to raise money.


Position Specifics

· Excellent interpersonal skills, organizational skills and problem solving abilities; strong oral and written communication skills; ability to focus on both details and overall goals, and ability to multi-task, remain flexible, and meet deadlines.
· Ability to analyze and interpret documents effectively, such as approved grant and contract management documents, approved budgets, and reporting forms and systems.
· Knowledge of youth service work preferred, with an emphasis on mentoring, social-emotional learning, and healthy youth development.
· Excellent computer and Microsoft Excel skills, with proficiency in graphs and pivot tables.
· Ability to manage multiple priorities, meet deadlines, and coordinate work with others to ensure work is completed in a timely and productive manner.
· Ability to anticipate issues, connect and remember details.
· Knowledge of and ability to use computer and other technical resources to effectively accomplish work.
· Experience and demonstrated skills in working with diverse populations.
· Ability to work a flexible schedule including occasional evenings and weekends.
· Ability to maintain confidentiality.

Education and Experience

· Bachelor’s degree in social services or a related field required.
· At least three years of relevant experience, preferably in a nonprofit environment.
· Familiarity and professional experience with mentoring, grants management, and program management is highly desired.

How to Apply:

Please submit resume and brief cover letter to

• Location: Minneapolis, Minneapolis / St. paul

• Post ID: 26384972 minnesota is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider. © 2017