Program Events and Partnership Manager

Purpose 

Our mission is to create and support one-to-one mentoring relationships that ignite the power and promise of youth. Our vision is that all youth achieve their full potential.  

Big Brothers Big Sisters of Central Indiana serves more than 1,000 youth annually ages 8 - 18 in Hamilton, Johnson, and Marion Counties. We partner with parents/caregivers, volunteers, schools, and the donors in our community to defend, ignite, and empower the potential of every child we serve.  

Purpose of this function: To build strong, enduring relationships that result in positive youth outcomes and fulfilling volunteer experiences through intentional opportunities, events/activities, and communication.  

Purpose of role: To support matches through the creation, communication and implementation of intentional activities and events to support longer match satisfaction and retention. 

Key Competencies 

To excel in this role, the candidate will likely bring the following: 

• Partnership Formation & Community-Building: An ability to work in the community to build relationships and meet constituents where they live, work, and thrive (in their homes, office, community centers, etc.). 
• Empathetic, Informed, & Culturally Responsive: An ability to exercise the following skills: Trauma-Informed, Strengths-Based, Positive Youth Development, Cultural Humility, and Commitment to Justice, Equity, Diversity, and Inclusion.  
• Quick Learner & Self-Starter: A self-motivated, flexible, and hard-working approach.   
• Proactive & Prepared: Excellent organizational and time-management skills.  
• Adaptable & Attentive: Ability to handle multiple projects while maintaining an attention to detail.  
• Confident: Strong decision-making, problem-solving, and communication skills. 
• Technology Proficient: An ability to use multiple technology platforms to communicate effectively and produce high-quality written content. Must exhibit typing proficiency.  

Responsibilities 

Partnership Development & Cultivation: Develop intentional opportunities and partnerships to benefit matches with a focus on low/no cost opportunities.  

• Maintain, cultivate, and recognize current program partners while developing new relationships in our geographic areas based on needs and goals/priorities of agency/matches. Obtain signed MOUs/LOAs as requested. 
• Serve as or appoint a representative to serve as the BBBSCI Liaison for Program partners.  
• Develop and maintain a Discount Partner Program that offers ongoing discounts and activities for matches. 
• Work with Development and Outreach staff to develop and fulfill program events and plans related to funding agreements, cultivate and steward Corporate Program Sponsors. 
• Obtain bids and negotiate contracts with vendors and partners for program opportunities and events. 
• Oversee the communication, promotion, and recognition of partners. 

Event Planning & Coordination: Intentional planning of activities for matches that focus on match retention efforts, as well as youth impact and outcomes.  

• Manage a cross-functional process to strategically develop in advance a 12-month schedule of high-quality events that are intentional and specific regarding age, gender, location, etc., that help increase match retention, support positive youth outcomes, and increase family engagement. 
• Oversee the development and implementation of our intentional youth development programming (Big Futures and Little Impacts) 
• Incorporate a Justice, Equity, Diversity, and Inclusion focus throughout program implementation. 
• Review and evaluate new and current program activities and events to determine the satisfaction, efficiency, effectiveness, appeal to matches and that the program meets intentionality goals by conducting surveys or other forms as necessary and applicable.  
• Ensure all match activities and events are carried out with a high level of quality customer service, have appropriate staffing levels, and all facility requirements are met.  
• Develop and implement ongoing Match Recognition activities, i.e., New Match Gatherings, Anniversary Celebrations, and Graduation.  
• Strategically invite matches to participate in events and activities based on length of match, age, and stages of youth development.  
• Develop and oversee ticket and in-kind donations and distribution plan.  
• Develop and communicate goals and outcomes for each program event. 
• Submit information for e-news, email, and other means for activities to Bigs and parents.  

Program Communication: Ensure clear, streamlined sharing of information with program constituents. 

• Ensure on-going administration, maintenance and creation of Big App users and activities so it serves as communication hub for mentors and other BBBS users. 
• Strategize and guide future enhancements of the Big App through leading the work with partners. 
• Leverage technology and platforms to increase access to match activities and events. 
• Oversee communication efforts to share activities, trainings and resources, etc. to Bigs and parents.  
• Work as liaison with program team and development to coordinate communication with Bigs, Littles and Parents. 

Reporting and Budgeting: Proactive planning to identify budgetary needs, constraints, and efficiencies in program activities. 

• Develop an evaluation system to measure the level of clients’ success and collection of feedback of program opportunities, events, activities, and partnerships. 
• Track and enter all program & activity partner information into database, ensuring accuracy and timelines of information into system. 
• Determine allocation of funds for staff and activities such as supplies, materials and equipment.  
• Prepare and submit budget requests in collaboration with grant proposals to solicit program funding.  
• Prepare and maintain attendance, activity, planning, accounting, grants and records for match activities. 

Leadership/Manager Duties: 

• Effectively perform all supervisory functions of hiring, coaching, training, disciplining, and terminating, according to BBBSCI policies.  Develops and holds staff accountable to work efficiently and effectively and to achieve individual and team goals while complying with agency policies and National Standards of Practice. Ensures effective performance management and completion of annual evaluations for staff. 
• Facilitate department planning and budgeting. 
• Serve as the lead in sharing needs and results for Match Events and Activities. 
• Monitor and communicate metrics for the department. 

Program Expectations: 

• Ensure accurate and timely documentation in database according to BBBS Standards and Agency policies & procedures.  
• Ensure high-level expertise in applying youth safety and well-being knowledge, policies, and procedures throughout all aspects of job function.  
• Assess and respond to individual training, information, and support needs for youth, parents/caregivers, and volunteers to ensure we provide a positive, developmental, and satisfying experience. 
• Work with strategically identified external partners (i.e., Schools, community centers, corporations, etc.) to build relationships for volunteer inquiries, youth referrals, and family resources.  
• Staff recruitment booths/tables, match activities and agency events as requested.  
• Regularly share stories of program participants. 
• Maintain customer service at levels exceeding expectations of our partners, volunteers, parents, and youth.    
• Be an ambassador for BBBSCI by representing BBBS professionally, identifying and seizing opportunities to recruit volunteers, and furthering its mission. 

General: 

• Maintain timesheet and budget documents, including invoices and other expenses, and submit through proper channels promptly.    
• Participate and engage in continued JEDI (Justice, Equity, Diversity, and Inclusion) learning and discussions.  
• Attend required meetings and events as scheduled. 
• Establish and promote positive communication among all team members of BBBSCI to increase collaboration and reduce inefficiencies. 
• Always represent BBBSCI professionally, providing courteous service to internal and external constituents and presenting a positive image of BBBSCI. 
• Abide by BBBSCI policies and practices. 
• Complete other duties as assigned. 

Evaluation of Performance 

Performance will be evaluated based on meeting the requirements of the job description; meeting performance metrics and other quality indicators established for this position; working effectively in a team environment; and demonstrating the values of Big Brothers Big Sisters of Central Indiana. 

Experience, Education, Degrees, and Licenses 

Minimum requirements:  

• Bachelor’s Degree in Human Services, Social Services, Non-profit Management or Event Planning is preferred. 
• 6 months to 1 year of previous supervision experience preferred  
• Education and/or experience in areas of event planning, communication, youth program facilitation, volunteer engagement/management, or other related fields preferred.   
• Participation in continuing education programs as requested. 
• Must be able to work proficiently with agency data base, computers and other office equipment.  

Physical Demands/Work environment 

• Must be willing to work evenings and weekends based on planned events. 
• Expected weekly travel throughout the Central Indiana service area to meet the needs of clients and matches. 
• Overnight travel potential 0-1% yearly for conferences. 
• Must be able to work proficiently with computers, agency database and other office equipment. 
• Must be willing and able to lift/carry/move items to effectively run events and activities. 
• Must have reliable transportation. Drivers of privately owned vehicles must have a valid driver’s license and meet state-required automobile insurance minimums.  May be required to transport clients. 
• Must be able to meet eligibility requirements in a background check consisting of National Sex Offender, Criminal History and Motor Vehicle Registry and verified through fingerprinting.