Program and Operations Specialist

2 weeks ago

Austin, 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.
  • 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.
  • 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.
  • Competitive salary
  • 100% Employer paid dental, vision, and medical benefits (with option for employer paid HSA) along with disability and life insurance for the standard package for all employees
  • Three weeks paid vacation
  • Two weeks paid sick leave
  • Additional paid time off the week between Christmas and New Year's Day
  • Simple IRA, up to 3% employer match
  • Eight weeks of paid parental leave for primary caregiver (birth, adoption, foster) and four weeks for the secondary caregiver
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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