Program Leadership Assistant
Job Type
Full-time
Description

  

Big Brothers Big Sisters Independence 

Position: Program Leadership Assistant

Location: Philadelphia, PA (hybrid role)

Job Status: Full-time, non-exempt

Reports To: VP, Program

Effective Date: 05/2022

Salary: $36-40K

 
 

AGENCY OVERVIEW 

JOIN A FORWARD-THINKING AGENCY THAT SEEKS TO ENSURE THAT ALL YOUTH ACHIEVE THEIR FULL POTENTIAL. Big Brothers Big Sisters Independence (BBBSI) is the largest BBBS agency in the state and fourth largest in the nation. Our mission is to create and support one-to-one mentoring relationships that ignite the power and promise of youth, while working collaboratively to strengthen the quality of the mentoring field and close the mentoring gap. 

 
 

JOB DESCRIPTION

BBBSI seeks a Program Leadership Assistant to complete administrative tasks to facilitate and support overall management and operations in the department. This position will report directly to the Vice President of Program and support both the Directors of School-based and Community-based Mentoring; assisting the two teams at the direction of the VP,Program. The position will be a full-time hybrid of working remotely and in office with some prescheduled non- traditional work hours to include evening and weekends. 


JOB REQUIREMENTS

Administrative support

  • Completing administrative tasks to include creating Word and Excel documents, mailing, and copying files.
  • Monitoring office supply inventory and researching advantageous deals or suppliers as needed.
  • Scheduling and coordinating meetings with various internal and external stakeholders.
  • Attending various meetings, recording meeting minutes, and sending out meeting notes. 
  • Handling confidential information regarding management, staff, Bigs, Littles etc. as needed.
  • Updating Salesforce/Matchforce database with grant information for matches.
  • Managing the VP, Program’s calendar.
  • Assist with ongoing projects as assigned by the VP, Program.
  • Perform other related duties as assigned or requested.

Program Match activities

  • Support planning and execution of activities held for mentoring matches which can include: invitations, distributing invitations, and ensuring donors and partners are thanked after a program sponsored events
  • Coordinate with partners and/or vendors to assist in planning and execution of match and program activities

 

Program Support

  • Assist with administrative support to the Program team

 

JOB QUALIFICATIONS

Academic Requirements: High school diploma, required; min associates degree preferred.

 

Professional Requirements: Two- four years of experience performing secretarial and administrative duties. Must have the ability to multitask and prioritize daily workload. Must possess high level verbal and written communications skills. Must have high competency level with MS Office: PowerPoint, Word, Excel and Outlook and possess the ability to effectively utilize BBBSI’s internal database systems for tracking and recording information. Must be flexible to accommodate job responsibilities.

Personal Attributes: Must be a self-starter, independent worker who can complete tasks in a timely manner. Must possess: ability to prioritize and monitor work to ensure objectives and deadlines are met, flexibility, attention to detail, willingness to work with diverse populations and a high level of organization. 

 Must have attentive and active listening skills; approachable, and pleasant demeanor.; Our best employees 1) set the bar high 2) are intentional and thoughtful about their choices 3) collaborate as a means to community solutions 4) are positive, can-do, and solution-oriented 5) embrace diversity, equity, and inclusion, and 6) are accountable and get it done.


APPLICATION INSTRUCTIONS 

Please apply with resume and cover letter.  


Note: only those applicants believed to be viable candidates for this opportunity will be contacted. No phone calls please. 

 

WHO SHOULD APPLY  

Dedicated administrative professionals seeking to support mission work. At BBBSI, we serve more than 2,500 children annually in Chester, Delaware, Montgomery and Philadelphia Counties in Pennsylvania, and Burlington, Camden and Gloucester Counties in New Jersey. 


Our aspiration is to develop an organization that reflects our constituent base. BBBSI promotes a culture of inclusion and seeks talented staff from diverse backgrounds. BBBSI is an equal opportunity employer and does not discriminate on the basis of race, color, sex, sexual orientation, gender identity, religion, national or ethnic origin, age, disability, veteran status, first and second-generation immigrants, and people from low-income families, or any legally protected factor.  

 
 

** The agency has transitioned into a hybrid model for most positions in the agency. Vaccinations or medical/religious exemptions are required. ***

Requirements

 Administrative support

  • Completing administrative tasks to include creating Word and Excel documents, mailing, and copying files.
  • Monitoring office supply inventory and researching advantageous deals or suppliers as needed.
  • Scheduling and coordinating meetings with various internal and external stakeholders.
  • Attending various meetings, recording meeting minutes, and sending out meeting notes. 
  • Handling confidential information regarding management, staff, Bigs, Littles etc. as needed.
  • Updating Salesforce/Matchforce database with grant information for matches.
  • Managing the VP, Program’s calendar.
  • Assist with ongoing projects as assigned by the VP, Program.
  • Perform other related duties as assigned or requested.

Program Match activities

  • Support planning and execution of activities held for mentoring matches which can include: invitations, distributing invitations, and ensuring donors and partners are thanked after a program sponsored events
  • Coordinate with partners and/or vendors to assist in planning and execution of match and program activities
Salary Description
$36K - $40K