Program and Operations Specialist

1 month ago

Austin, Texas, United States Friends of the Children Austin Full time
JOB: Program and Operations Specialist
STATUS: Full-Time, non-exempt, salaried
REPORTS TO: People and Operations Manager
SALARY: $46,000/annual salary
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Friends of the Children Austin is one of the fastest growing chapters of a 30-year-old national professional mentoring organization. Our model is proven to break the cycle of generational poverty for children who face the highest risks by providing professional mentors to the most vulnerable youth in our community for 12.5 years, kindergarten through high school graduation.

We employ trained, full-time, salaried mentors called "Friends" to provide a stable, caring and sustainable relationship in each child's life.

We are seeking a Program and Operations Specialist that will support both the Program and Operations teams.

The ideal candidate will:

Be culturally competent and able to work with a diverse group of people.
Have superior scheduling and time management skills.
Have at 2-4 years in an administrative support role.
Be proactive and ready to tackle projects with excellence and pizazz.
Have event planning experience.

Are you this amazing leader? Here is what we have to offer you:
A committed leadership team and the opportunity to grow with a quickly scaling non-profit.
You'll be part of a dynamic and supportive national network, with a proven, evidence-based, highly unique model.
A team of talented employees who are passionate about working together to create an extraordinary organization.
Respect for work-life balance. You will work hard, and we expect you to recharge your batteries.
Organizational culture that values each team member's dedication to the work of Friends Austin, diversity of backgrounds, skillsets and professional experience, and empowering staff to grow professionally.
A generous, comprehensive benefit package including medical, dental, vision, life, and disability insurance, three weeks of paid vacation, paid holidays, the week from Christmas to New Years off, and paid sick leave.
Most of all, you get to be a leader at an exceptional organization that helps children facing incredible odds change their life story every day. Are you ready to use your skills to make an impact in the Austin community? See the position details below.

The following statements are intended to describe the general nature and level of work to be performed by individuals assigned to this position. They are not intended as a comprehensive list of all responsibilities, duties, and skills required of personnel so classified:

** KEY RESPONSIBILITIES:**

The Program and Operations Specialist is responsible for supporting the administrative tasks associated with the Program and Operations teams. The Specialist will handle sensitive information and need to maintain the highest level of confidentiality. The ideal candidate will have office experience, a creative and stylish spark, and an understanding of barriers our youth are facing. They will be proactive, results driven and possess a sense of urgency and commitment to detail

Program:

Manage the process for family emergency support requests, including receiving, processing and following up on requests
Oversee program staff documents and publications (brochures, permission forms) and uniform requests (t-shirts, jackets)
Arrange new Friend onboarding supplies and administrative preparation
Coordinate Program team and school selection team meetings: scheduling, materials preparation, setup and breakdown, and any necessary refreshments
Helps maintain relationships with area school districts and partner organizations especially concerning the access to data
Plan and execute family engagement events working with the Family Engagement Committee/Program Team under the supervision of the Program Manager Lead
Support on and offsite programming events, camps, and special activities
Provide comprehensive data support by managing, analyzing, and reporting on various ongoing projects
Maintain Friends media folders and aliases
Handle the logistics of program-specific supplies and gift drives
Work with the Development team to manage donations for youth
Work with the Literacy Project Manager to maintain the Friends Austin library system
Replenish clubhouse snacks and supplies

Operations:
Be the first point of contact for visitors and answer the office telephone
Coordinate all-staff meeting logistic including setup, breakdown, and refreshment/food needs
Arrange new staff onboarding supplies and administrative preparation
Take accurate and concise meeting notes, capturing key points, action items, and assigned responsibilities
Support staff with any IT requests and work with our IT support company to maintain the staff computer inventory
Manage office supplies, water delivery and kitchen supplies

** SKILLS AND ABILITIES:**
Spanish fluency required
Ability to work with staff members, children, and other stakeholders from diverse backgrounds
Previous administrative work experience; non-profit organization experience a plus
Excellent MS Office skills, including ability to produce professional correspondence and PowerPoint decks
Outstanding organizational and time management skills
Ability to plan and implement multiple projects concurrently
Strong interpersonal and verbal communication skills
Demonstrated creativity and innovation, consistently producing high-quality work
Reliable transportation
Ability to lift 20 lbs
Ability to work primarily in our office

EDUCATION AND EXPERIENCE:
Associate or bachelor's degree preferred (or 4 years of equivalent administrative support experience in lieu of education)
Two years of administrative support experience (non-profit experience a plus)
Previous event planning experience preferred
Office management experience preferred

Friends of the Children is an Equal Opportunity Employer, committed to addressing discriminatory practices, and to working toward racial equity. The equal employment opportunity policy of Friends of the Children provides fair and equal opportunities for all employees and job applicants regardless of race, color, religious creed, national origin, ancestry, age, sex, gender, pregnancy, sexual orientation, marital status, familial status, disability, or genetic information, in compliance with applicable federal, state and local law. Friends of the Children hires and promotes individuals solely on the basis of their qualifications for the job to be filled.
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