Hybrid Program Administrative Specialist presso BIG BROTHERS BIG SISTERS OF THE GREATER TWIN CITIES

Description

Organization Description

The Programs Administrative Specialist provides high-level administrative and project support to

ensure the efficient and effective operation of the Programs department. This role plays a critical

part in supporting the Vice President of Programs and other program leaders through executive

support, project management, meeting coordination, and internal communication.

Additionally, the role contributes to the success of BBBS programming by supporting

operational and logistical functions across site-based programming and other agency initiatives.

This includes scheduling, vendor coordination, data entry, and cross-coverage for other

administrative team members.

The ideal candidate is detail-oriented, highly organized, tech-savvy, and able to juggle multiple

priorities while maintaining a high level of professionalism and customer service. This role works

collaboratively across the Programs department and supports key agency initiatives that

advance BBBS’ mission and strategic goals.

Job Details

Location: Minneapolis, MN with full in-office requirements and minimal/occasional hybrid work

opportunity

Hiring Salary Range: $21.65 - $23.08 Starting rate will depend on your skills and demonstrated

readiness for the role.

Hours/Day: Monday-Friday, 40+ hours a week – including evenings, and weekends when

necessary.

Job Type: Full-time, Non-exempt

Supervisor: Vice President of Programs

Essential Job Functions

Administrative Functions

• Executive Support: Provide direct administrative support to the Vice President of Programs, including calendar management, meeting scheduling, inbox organization, expense reporting, document formatting, and coordination of internal communications and follow-up.
• Project & Workflow Management: Maintain and update project management systems (e.g., Asana, Google Drive, Salesforce dashboards) to ensure timelines, roles, tasks, and deliverables are clearly assigned and progressing on track. Meeting Preparation & Follow-Up: Coordinate meeting logistics and materials, including drafting agendas, preparing background materials, taking and distributing meeting notes, identifying action items, and tracking follow-up and accountability across teams.
• Communication & Materials Development: Assist in the preparation of presentations, visual reports, project summaries, and written communication for both internal stakeholders and external partners/funders. Initiative & Grant Tracking: Collaborate with the Manager of Grants Accountability and
• Evaluation to monitor deadlines, reporting requirements, and milestones for key program initiatives, and grant-funded projects. Support the organization’s ability to report progress and outcomes accurately and on time.

Programs Department Supports

• Cross-Training & Team Coverage: Cross-train with other Programs Administrative Specialists and serve as a back-up as needed. Responsibilities may include inventory tracking, event setup and breakdown, and data entry in Salesforce or other systems.
• Departmental Scheduling & Logistics: Provide scheduling and administrative support to other program leaders as assigned by the supervisor, including coordinating internal and external meetings, preparing meeting materials, and taking minutes.
• Site-Based Program Support: Provide logistical and vendor coordination for programming. This includes scheduling buses, coordinating catering and other vendors, communicating with schools, and reserving rooms and facilities as needed.

Contribute to the mission and success of the agency

• Adopt strengths-based perspectives when discussing specific groups or contexts, particularly those historically marginalized.
• Handle data from youth, families, mentors, or other constituents with care, ensuring secure and private maintenance.
• Stay informed about community needs, resources, and networks.
• Collaborate with others to achieve goals outlined in the agency’s Strategic Plan.
• Honor and respect the diversity of lived experiences, fostering an inclusive and equitable environment within the organization.
• Represent BBBS well in the broader community.
• Assist in agency-wide events and initiatives including recruitment, fundraising, event management, and community outreach.

Requirements

Education and Experience

• High school diploma or equivalent required
• At least three years of experience in related positions including work with databases, ability to keyboard, operate a computer and proficiency in Microsoft Office applications
• Experience in Salesforce highly preferred

Knowledge, Skills, and Abilities

• Demonstrated ability to efficiently manage time and streamline work processes and workflow through strategic analysis, enhancing overall productivity and efficiency.
• Exemplary attention to detail, organizational prowess, and a track record of consistently delivering completed tasks with precision and thoroughness.
• Proven ability to provide exceptional customer service, ensuring the highest level of satisfaction and cultivating positive stakeholder relationships.
• A strong aptitude for organizational management and the ability to tackle complex problems with effective, innovative solutions, fostering smooth operations and mitigating challenges.
• Exceptional time management skills complemented by attentive listening abilities, demonstrating unwavering dependability and stellar attendance.
• Demonstrates a self-directed work approach with an unwavering commitment to professionalism, discretion, and a positive demeanor, exhibiting tact and adherence to instructions even with minimal supervision.
• Exceptional interpersonal skills tailored for managing sensitive and confidential situations with finesse and professionalism, ensuring utmost discretion and trust.
• Proficiency in delivering clear, effective written and verbal communication, consistently ensuring that messages are conveyed with clarity and impact.
• Skillfully communicates the mission and values of Big Brothers Big Sisters to stakeholders, embodying the organization's vision and fostering engagement and support.
• Demonstrates a keen ability to thrive in diverse work environments, readily adapting to change and effectively navigating evolving circumstances with resilience and flexibility.
• Valid driver’s license and motor vehicle and must pass background check and fingerprint check.

Physical Requirements

This job operates in a professional office environment. This role routinely uses standard office

equipment such as computers, phones, copy machines and filing cabinets. This role must be

able to remain in a stationary position 50% of the time.

About BBBSTC

Big Brothers Big Sisters Twin Cities is the largest and oldest youth mentoring organization in the

greater Twin Cities serving Hennepin, Ramsey, Anoka and parts of Dakota and Washington

counties. Each year, we match up to 2,600 youth (Littles) and their families with caring adults

(Bigs) who volunteer as youth mentors.

We know all youth benefit from having another caring adult in their life as they experience life's

opportunities and challenges. Together with our community, we want every young person to

have a mentor, be affirmed in who they are, and explore who they want to be.

• Mission: Create and support mentoring relationships that ignite the power and promise of youth.
• Values: Relationships, Belonging, Youth-Centered, Continuous Learning & Improvement

Benefits

We care deeply about our employees and know holistic support is essential for our staff to carry

out the BBBS mission. Our generous employment package includes medical, dental, vision and

pet insurance, employer-paid short & long-term disability insurance, and life insurance, Health

Savings Account (HSA) or Flexible Spending Account (FSA), paid time off accrual & 13 Paid

Holidays, and 403(b) retirement plans with employer match.

We recognize the need for flexible scheduling and remote work. Employees are able to work

with their supervisors to identify a schedule that works best for both them and the agency. 

Workplace Culture

BBBSTC is an mission-centered, inclusive workplace that strives to create a space where our

60+ employee& unique talents, learning styles and lived experiences are valued. We pride

ourselves on our flexible scheduling and hybrid workspace. Creating an engaging work

environment is an essential part of our culture. We uphold this commitment through staff

surveys, stay interviews, professional development, and quarterly JEDI trainings. In addition,

we hold monthly all staff meetings and gatherings, and provide the opportunity to join affinity

groups (BIPOC, LGBTQIA+, Mental Health, and White Bodied Accountability), and agency

committees (JEDI, Engagement & Connection, and Building & Safety).

Our Hiring Process

Our Hiring Process

Our People & Culture team is committed to a person-first centered approach

to our hiring process. We believe in a respectful experience for all parties

involved and are committed to taking a JEDI approach. Candidates can

apply online via this link: BBBS Careers. Include a cover letter and resume. For all

positions, our hiring process includes a Zoom screen and in-person panel interviews, reference

and background checks for final candidates. All staff are required to be fingerprinted through the

Bureau of Criminal Apprehension (BCA) within the first week of employment. 

Persons of color, women, members of the LGBTQ community, veterans, and individuals with

disabilities are strongly encouraged to apply. If you require reasonable accommodation in

completing this application, interviewing, or otherwise participating in the employee selection

process, please direct your inquiries to the Human Resources team at

[email protected]. At this time, we are unable to provide company sponsored visas

and are only considering candidates who are eligible to work in the United States.

The above statements are not intended to encompass all functions and qualifications of the

position. Rather, they are intended to provide a general framework of the requirements of the

position. Employees may be required to perform other functions not specifically addressed in

this job description.

P.S. Please take the necessary steps to allow and list the BBBSTC (@bigstwincities.org) and Paylocity

(@paylocity.com) domains so that you receive all emails related to your application process. Also, please

make sure to check your spam folder as emails from BBBSTC and/or Paylocity can be marked as spam.