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BIG BROTHERS BIG SISTERS OF EAST CENTRAL OHIO JOB DESCRIPTION

Position Title:

Program & Operations Coordinator Department:

Programs/Operations Location:

Main Office Reports To:

President & CEO Number of People Supervised:

N/A Overtime Status:

Non-Exempt

POSITION PURPOSE

The Program & Operations Coordinator is a cross-functional position responsible for supporting the development, program, and operational needs of Big Brothers Big Sisters of East Central Ohio. The position works collaboratively across departments to assist with fundraising and special events, donor stewardship, community engagement, program and family support activities, and day-to-day agency operations. The Coordinator plays a key role in the planning and implementation of agency fundraising and community events, solicitation and acknowledgement of donations, community outreach, and general office operations. The position also coordinates designated program functions, including summer camp participation, match activities and communications, volunteer reference calls, Concrete Support administration, and other program administrative needs. To provide additional support to the Program Team, the Coordinator may maintain a limited Community-Based mentoring caseload and/or assist with one small School-Based mentoring program as assigned. This position is intentionally designed to serve multiple areas of the organization and requires the ability to balance development, program, and operational responsibilities based on agency priorities and needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES - DEVELOPMENT, FUNDRAISING & COMMUNITY ENGAGEMENT

Provide support for all agency fundraising events, special events, campaigns, and other development activities. Assist with all aspects of fundraising event planning, preparation, implementation, and follow-up. Assist with soliciting monetary and in-kind donations, sponsorships, food, supplies, prizes, auction items, and other contributions needed for agency fundraising events, programs, match activities, and other organizational needs. Assist with donor and sponsor communication and follow-up as requested. Prepare and send donor acknowledgement and thank-you letters on a weekly basis to ensure timely recognition of agency donors and contributions. Assist with maintaining accurate information necessary for donor acknowledgement and stewardship. Assist with fundraising and event committees, including communicating with committee members regarding meetings, responsibilities, deadlines, event needs, and follow-up. Prepare materials including correspondence, committee materials, mailings, presentations, event materials, registration information, and other materials as requested. Assist with coordinating all aspects of fundraising event logistics, including venues, food and beverages, supplies, registration, event materials, timelines, set-up, clean-up, and other needs. Attend and actively participate in agency fundraising events and special events as requested, including occasional evenings and weekends. Work with leadership and staff to address concerns and troubleshoot issues during fundraising and agency events. Represent Big Brothers Big Sisters of East Central Ohio at community events, networking opportunities, resource fairs, meetings, presentations, and other community activities as assigned. Provide presentations and information about the organization, its mission, mentoring programs, volunteer opportunities, family resources, events, and community impact. Develop and maintain positive relationships with businesses, donors, community organizations, schools, service providers, volunteers, and other community stakeholders. Assist with identifying opportunities for community partnerships, volunteer recruitment, program awareness, donations, sponsorships, and other resources that support the mission of the organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES - PROGRAM & FAMILY SUPPORT

Provide administrative and operational support to the Program Team. Prepare program materials including, but not limited to, interview and training materials, assessment packets, correspondence, mailings, match activity materials, and other program-related materials as requested. Assist with program filing, record organization, documentation, and other administrative functions necessary to support efficient program operations. Complete reference calls for potential mentors and accurately document information obtained through the reference process in accordance with agency policies and procedures. Coordinate all aspects of summer camp participation for Littles, including communicating camp opportunities to families, assisting with registration, coordinating with participating camps, tracking registrations and required documentation, communicating deadlines, and serving as a liaison between families, camps, and Big Brothers Big Sisters. Coordinate communication and administrative responsibilities for agency match activities and events, including communicating opportunities to Bigs, Littles, and parents/guardians; creating and distributing invitations and RSVPs; tracking registrations and attendance; sending reminders; communicating changes; and maintaining accurate event information. Once match activities have been determined by the Program Team, assist with event logistics including locations, food and beverages, supplies, materials, timelines, costs, and other needs necessary for successful implementation. Attend and assist with match activities, family engagement activities, trainings, and other program events as requested. Coordinate the administration of Concrete Support funding available to eligible children and families for approved basic needs such as food, clothing, household necessities, and other allowable assistance. Work with appropriate program staff and families to coordinate approved Concrete Support requests in accordance with applicable funding requirements. Coordinate the purchase and distribution of approved Concrete Support items and maintain required documentation, including receipts, expenditures, family information, and other records required by the funding source. Track Concrete Support expenditures and work with agency leadership and fiscal staff to ensure funding is utilized appropriately and within available budgets. Assist with documentation and reporting requirements related to Concrete Support funding. Maintain a limited Community-Based mentoring caseload as assigned based on agency needs and available capacity. Provide required match support and documentation to assigned Bigs, Littles, and parents/guardians in accordance with agency policies and Big Brothers Big Sisters of America Standards of Practice. As assigned and based on agency needs and available capacity, assist with one small School-Based mentoring program , including on-site program facilitation, communication, match support, documentation, and program activities. The direct-service responsibilities of this position are intended to supplement the Program Team and remain limited in scope so the Coordinator can maintain responsibilities across development, operations, and programming.

ESSENTIAL DUTIES AND RESPONSIBILITIES - OPERATIONS & ADMINISTRATIVE SUPPORT

Provide general administrative and operational support necessary for the efficient day-to-day functioning of the organization. Order and maintain office supplies and other materials necessary for agency operations. Monitor office supply needs and maintain appropriate inventory while remaining mindful of agency budgets. Assist with ordering, organizing, and maintaining supplies and materials for fundraising events, mentoring programs, match activities, trainings, community events, meetings, and other agency functions. Assist with agency mailings, copying, filing, preparation of materials, record organization, and other administrative needs. Assist with maintaining organized shared spaces, supplies, materials, and resources within the office. Provide administrative support for agency events, meetings, programs, and special projects as requested. Assist staff across departments with administrative and operational needs while maintaining appropriate priorities and deadlines. Maintain accurate and organized records associated with assigned responsibilities. Communicate supply, facility, equipment, or other operational needs to leadership in a timely manner. Attend staff meetings and agency functions as required. Work collaboratively with all departments and staff members to support efficient agency operations and successful implementation of programs, fundraising activities, events, and community initiatives. Perform other duties as assigned consistent with the overall scope and purpose of the position.

EDUCATION & RELATED WORK EXPERIENCE

Education Level High school diploma or equivalent required. Associate degree or additional education in human services, social work, nonprofit management, business, communications, or a related field preferred. Experience working in a nonprofit, human services, youth-serving, administrative, customer service, development, or community-based environment preferred. Experience working directly with children, families, volunteers, donors, or community partners preferred. Experience with event coordination, fundraising, donor relations, administrative support, or community engagement is helpful. Dependable transportation, a valid driver's license, and the minimum required level of automobile liability insurance established by the State of Ohio are required. Successful completion of all required background checks and screening requirements established by Big Brothers Big Sisters of East Central Ohio and Big Brothers Big Sisters of America is required.

SKILLS AND KNOWLEDGE

Communication:

Excellent written and verbal communication skills with the ability to communicate professionally and effectively with Bigs, Littles, families, donors, volunteers, community partners, school personnel, and staff.

Organization:

Strong organizational skills with the ability to manage responsibilities across multiple departments, maintain accurate records, meet deadlines, and follow through on assigned tasks.

Relationship Building:

Ability to establish and maintain positive professional relationships with children, families, volunteers, donors, businesses, community partners, and coworkers.

Fundraising & Community Engagement:

Comfortable communicating with businesses and community members to request donations, develop relationships, promote the organization, and represent the agency at community events and presentations.

Confidentiality:

Demonstrated integrity and ability to appropriately handle confidential and sensitive information involving children, families, volunteers, donors, and agency operations.

Technology:

Working knowledge of Microsoft Office applications and the ability to learn agency databases, communication platforms, registration systems, and other technology utilized by the organization.

Adaptability:

Ability to shift between development, program, and operational responsibilities based upon agency priorities while maintaining organization and follow-through.

Teamwork:

Ability to work independently while functioning effectively as part of a collaborative team.

Mission Commitment:

An articulated belief in and commitment to the mission of Big Brothers Big Sisters.

Schedule:

Flexible schedule with the ability to work occasional evenings and weekends for fundraising events, match activities, meetings, presentations, and other agency functions.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

The ability to travel throughout the agency's service area and work outside regular business hours, including occasional evenings and weekends. Travel is required as needed according to job responsibilities. Employees are reimbursed according to the Employee Handbook. The position requires regular interaction with children, families, volunteers, donors, businesses, community partners, school personnel, and members of the public in office, school, community, and event settings.

CORE COMPETENCIES & HIGH-PERFORMANCE INDICATORS

Highly Organized Maintains accurate records, meets deadlines, tracks multiple responsibilities, and effectively manages competing priorities across development, program, and operational functions. Effective Communicator Participants, families, donors, volunteers, community partners, staff, and other stakeholders receive timely, accurate, and professional communication. Efficient Multi-Tasker Effectively balances development, program, family support, event, and operational responsibilities without allowing one area of responsibility to consistently overshadow another. Relationship Builder Develops positive relationships with Bigs, Littles, families, donors, businesses, volunteers, community partners, and coworkers. Dependable and Accountable Follows through on responsibilities, communicates challenges in a timely manner, meets established deadlines, and can be relied upon to complete work accurately and independently. Flexible and Adaptable Responds appropriately to changing agency needs and priorities while maintaining responsibility for ongoing assignments. Mission Focused Demonstrates a commitment to the mission of Big Brothers Big Sisters and positively represents the organization in interactions with program participants, donors, volunteers, and the community. Team Player Works collaboratively across departments and recognizes that the position serves the overall organization rather than one individual department.

EQUAL EMPLOYMENT OPPORTUNITY

Big Brothers Big Sisters of East Central Ohio provides equal employment opportunities to qualified individuals in accordance with applicable federal, state, and local laws.

AMERICANS WITH DISABILITIES ACT

Applicants and employees must be able to perform the essential duties and responsibilities of the position either unaided or with reasonable accommodation. The organization will determine reasonable accommodations on a case-by-case basis in accordance with applicable law.

JOB RESPONSIBILITIES

The above statements reflect the general duties, responsibilities, and competencies considered necessary

Pay:

$18.00 - $19.23 per hour

Benefits:

401(k) Dental insurance Flexible schedule Health insurance Life insurance Paid time off Professional development assistance Vision insurance

Work Location:

In person