Program Administrative Assistant

Join Our Team: Program Administrative Assistant

Passionate about making a difference in children's lives? We're hiring a dynamic Program Administrative Assistant at Big Brothers Big Sisters of Rhode Island! From general admin tasks to program and recruitment duties, this role is your chance to contribute to something meaningful.

Ensuring smooth administrative operations, engaging with potential program participants, assisting in recruitment, and maintaining a customer-focused approach are key aspects of this dynamic position. If you have a high school diploma, 1 year of office experience, excellent communication skills, and a knack for detail, apply now and be part of our mission to ignite the power and promise of youth!

Position Summary

The Program Administrative Assistant performs a wide variety of administrative tasks in support of Big Brothers Big Sisters of Rhode Island. (BBBSRI). Emphasis is placed on cultivating a customer-focused image of BBBSRI, ensuring a positive inquiry experience, and maintaining the highest level of confidentiality at all times.

Our Mission

Create and support one-to-one mentoring relationships that ignite the power and promise of youth. Each employee of BBBSRI helps to extend the mission of the agency in particular ways as outlined in the position description. The essential functions of the position include, but are not limited to:

Essential Duties and Responsibilities

General Administrative Duties

• Greet and escort building visitors at assigned location, which may change periodically

• Maintain public areas within the assigned office (conference room, training room, kitchen area), ensuring they remain neat and orderly and fully stocked

• Regularly assess stock levels of office supplies and proactively inform the DC Manager, Executive Assistant, and/or Marketing Department when specific supplies are low.

• Manage the monthly ordering process for office supplies, including general supplies, snacks, paper goods, and printing needs. Ensure items are distributed or put away in an organized fashion.

• Support the Executive Assistant (or assigned team member) in coordinating maintenance/repairs for all office equipment

• Perform routine agency errands as needed

• Provide COO with important Matchforce and BBBSA updates as they are released

• Manage COO’s credit card reconciliation

• Arrange travel accommodations for staff as assigned and logistics as needed

• Assist with special initiatives or projects as assigned by the COO, which may involve research, analysis, and coordination with various agency departments (i.e. DC, Marketing, Development).

• Serve as primary general phone contact for the Mentoring Program and as backup for other departments as needed

• Assist with general weekly mailings as well as with large mailings as needed for various departments

• Complete meeting minutes for meetings as assigned

• Serve as backup for other Administrative roles as needed

• Assist with agency special events or fundraising events as needed

• Other duties as assigned Program-Related Responsibilities

• Project a positive, enthusiastic image of BBBSRI in all interactions

• Maintain the highest level of confidentiality at all times

• Maintain a solid working knowledge of BBBSRI Mentoring Programs and Donation Center operations, to be prepared to address questions about the organization

• Lead person responsible for checking Mentoring emails, voicemails, and other platform inquiries; respond to prospective volunteer and youth referral phone calls; check voicemail and any platforms receiving inquiries and respond within 24 hours; ensure that all volunteers and youth referrals receive an engaging, positive and personalized phone/email response promoting BBBSRI programs; ensure that team members are informed of calls/messages in a timely manner

• Complete youth eligibilities with parent/guardians; Present unclear inquiry eligibility cases during program meetings for discussion. Provide information regarding programs and eligibility criteria to community organizations or businesses that may call inquiring about youth referrals or mentoring opportunities; refer recruitment opportunities to the Senior Director, Marketing.

• Document all volunteer and youth/family inquiry follow-up attempts ; ensure to follow attempts process and time lines. Maintain client/volunteer database (Matchforce) and enter in required information for the agency as related to volunteers and mentee participants

• Effectively move all applicants from the point of first contact to active enrollment

• Provide weekly Customer Relations metrics updates at team meetings and document monthly Customer Relations Metrics

• Process DCYF CANTS Reports bi-weekly

• Ensure incoming digital forms are distributed to appropriate program team member

• Assist with and/or attend mentor/mentee activities in partnership with Program Staff and Directors

• Other duties as assigned

• Assist with distribution of Match activity supplies

Program Recruitment Responsibilities:

• Provide Marketing department with monthly Customer Relations report to assist with identifying recruitment trends.

• Send monthly text messages to closed inquiries, providing updates to keep them engaged.

• Send monthly emails to school and youth-serving list-serves, with recruitment updates

• Publish monthly recruitment-focused posts on city/town social media platforms; Regularly monitor and respond to questions/comments on these posts.

• Generate Inquiries reports for board reports, including the calculation of conversion rates. • Manage incoming requests for marketing materials, ensuring timely preparation for team members 48 hours before community events. Monitor post-event supply returns, organize restocking, and provide updates to the Director of Marketing on low inventory items

• Assist with distribution of marketing materials digitally, in-person or via mailings

• Attend and/or assist at education and outreach events, which may require evening or weekend work; follow up with inquiries obtained from education and outreach events

• Assist with monthly, quarterly, and annual volunteer and youth/family source tracking

• Other duties as assigned

Education and Experience: A minimum of a high school diploma or equivalent. Additional training/experience for office administrative assistant preferred. At least 1 year of experience in a busy office environment is required; knowledge/familiarity with business office equipment.

Knowledge, Skills and Competencies:

• Customer focused—good rapport with donors, families and potential volunteers. Must be able to excel in fast paced environment.

• Requires demonstrated poise, tact, and diplomacy

• Ability to maintain confidentiality in all aspects of the work environment

• Good interpersonal and communication skills—verbal, written, and listening

• Work well independently, as well as a member of a team

• Extremely detail-oriented and good follow-up skills

• Dependable—reports to shift on time and performs job duties as assigned

• Good sense and sound judgement on general matters

• Well organized; detail oriented; good follow-up skills

• Intermediate proficiency with Microsoft Office suite. Database experience a plus

• Comfortable utilizing social media platforms

Physical Demands:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands; balance, stoop, kneel or crouch; and talk or hear. The employee must occasionally lift and/or move up to 25 pounds.

Generally in an office environment. The noise level in the work environment is usually moderate. Employee is occasionally exposed to outside weather conditions.

Job Type: Full-time

Pay: $40,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Providence, RI 02909: Relocate before starting work (Required)

Work Location: In person

Salary : $40,000