CAREERS

DEPARTMENT: Program

REPORTS TO: Associate Director of Destination Future

FLSA STATUS: Hourly, Non-exempt
Monday-Friday, 9am-5pm
Occasional weekends, less than 20% of the time

JOB SUMMARY

Essential to the BBBS brand, the purpose of this position is to support our matches as they prepare for and complete higher education. This position is responsible for working with the match support department and the volunteer engagement coordinator to enroll qualifying matches in our Destination Future program and then to support them throughout their patch to college/career. This position needs to collaborate with other internal departments, partner with external agencies and advocate for support from community partners and stakeholders.

** This position requires some availability on nights and weekends.

JOB RESPONSIBILITIES

Manage formal on-boarding of new matches to Destination Future annually including the development of a commitment form

Work with Engagement Coordinator and Pre-18 team on Destination Future Events. Work with Match Support Specialists to drive attendance to DF events and to personally attend all DF events.

Work with the Marketing Department on highlighting the achievements of DF matches/graduates through social media.

Collaborate with the Grants Team on providing data on persistence of graduating classes

Manage Graduation Ceremony

Conduct parent courses promoting college and setting college expectations

Manage partnerships with DF partners including Princeton Review, Taller San Jose, Vitalink etc.

Form deep and meaningful relationships with all local Colleges, Universities and Junior Colleges with the goal of ensuring our youth are admitted to the best school possible and that they transfer to a 4-year school (if applicable) and complete their undergraduate degree.

Manage and support the application, interviewing and necessary documents (FAFSA, DACA) for College admittance.

Manage and assist Fund Development and CEO on high-profile external scholarships (Angels, Simon Foundation etc.)

Conduct workshops on college admittance and financial aid.

Work individually with each match to apply for college and aid.

Post-18

Support and Track all matches throughout their college career to ensure completion of their degree.

Work with academic partners to ensure our youth are supported.

Manage and track agency scholarships

Work with corporate partners to transition students into career and support them through the first years of work.

Manage summer mixer for all DF matches

General

Promote a positive work environment through pro-active, solution-oriented perspective and encourage others to follow suit

Participate in agency activities, events and recruitment and fundraising activities as required

Drives cohesion across departments, leads communication across teams and within the department

Enhances the agency’s outreach efforts to ensure the agency image, mission, values and advocacy for children and youth are properly communicated to outside constituencies.

Develops “best practices” that can be integrated across teams and nationally.

Other duties as assigned

JOB QUALIFICATIONS

Solution focused mindset

Bachelor’s Degree required, masters preferred

Two years’ experience in college admissions/ counseling for a college readiness program strongly preferred

High level of customer service

Familiar with Windows XP software applications.

Must have access to a reliable automobile; valid driver’s license and automobile insurance.

Excellent oral and written communication skills reflecting solid customer service both in-person, via the telephone; and high-level interviewing skills.

Maintain confidentiality throughout daily operations.

Excellent time management and attention to detail.

REQUIRED SKILLS AND ABILITIES

Customer Focus

Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and service; talks and acts with customers in mind; establishes and maintains effective relationship with customers and gains their trust and respect; ensures customers feel they have been listened to; establishes credibility quickly.

Interpersonal Savvy

Relates well to all kinds of people; builds appropriate rapport; practices active listening; builds constructive and effective relationships; deals effectively with diversity; uses diplomacy and tact; capable of diffusing difficult situations comfortably; manages frustration appropriately; is easy to approach and talk to; spends the extra effort to put others at ease.

Organizational Ability

Can marshal resources to get things done; orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and follows established process.

Results/Outcome Oriented

Is motivated by results; can be counted on to meet and exceed goals successfully; bottom-lined oriented; pushes self for results; sets clear objectives and measures, monitors process and progress; brings forward innovative practices and suggestions for improvements.

Promotes Vision and Mission

Effectively promotes the agency mission and vision, internally, as well as with the broader community.

WORK ENVIRONMENT

The environmental conditions described are representative of those that must be met by an employee to successfully perform the functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

Routine office environment.

Frequent independent travel.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and required skills. Job Description may be subject to change to meet the needs of the organization.

Your employment with BBBSOC/IE will be “at will,” meaning that either you or BBBSOC/IE may end your employment at any time and for any reason, with or without cause.

DEPARTMENT: Administration

REPORTS TO: Director of People & Culture

FLSA STATUS: Full-Time, Hourly, Non-Exempt

JOB SUMMARY

As a member of the overall operational team, this position is responsible for the successful running of the Human Resources function in both Orange County & Riverside offices of Big Brothers Big Sisters. This position will work closely with the Director of People & Culture, the Executive team, and the Accounting team. This position can be grouped in the following functions: HR administration, payroll administration, HRIS management, safety & risk management, executive assistance, and execution of tri-county culture.

This position needs excellent time management and customer service skills and needs to be able to work with a variety of people, anticipating needs and adapting to various work styles.

JOB RESPONSIBILITIES

HR Administration

Administers the hiring process by drafting position descriptions, coordinating job postings to various web sites, screens resumes, schedules interviews, performs reference checks, and works with the manager on best fit and needs

Staffs position within 30 days of need identification

Screens the first round of resumes for hiring managers and is the candidate’s first point of contact

Administers and collects new hire onboarding and off-boarding paperwork, including new hire onboarding and exit interview

Staffing of college-level unpaid or paid intern positions for various departments with the use of school job websites

Administers and collects intern onboarding and off-boarding paperwork

Sets up new hires and interns for their first day with new hire “welcome” décor; prepares desk or office space equipped with minimums technology, supplies, and ergonomics

Maintains personnel files in compliance with applicable legal requirements

Administers all employee benefits information

Coordinates trainings and HR related notices

Works closely with the Director of People & Culture on policies, procedures and issues that arise.

Audits Driver’s Licenses and Auto Insurance policies on a quarterly basis of all staff

Keeps the Director of People & Culture and CEO (as necessary) informed of arising issues

Diffuses and calms conflict; conflict resolution

Represents the agency to employees and outside constituencies in the best possible light

Plans and schedules trainings

Works with the Director of People & Culture with maintaining Employee Handbook

Runs HR reports as requested

Maintains ongoing reports of staff roster, staff anniversaries and birthdays, paid holidays, Strengths from the Gallup Strengths Assessment, and more.

Schedule advanced notifications on compliance deadlines

Participates in HR workshops and seminars

Other duties as assigned

Payroll & HRIS Management

Runs bi-weekly payroll using Paycom

Provides client-side assistance of Paycom—log-ins, setting up new supervisors, assigning roles, etc.

Provides employee-side assistance on Paycom—log-ins, setting up new hires, assigning onboarding tasks, resetting passwords, etc.

Sets up new hires, assigns supervisor roles, manages organizational relationships and titles on Paycom

Checks all hourly timecards on a bi-weekly basis; ensuring Supervisor approval prior to payroll

Managing paid holiday time-off and inputs hours into timecards

Office Administration

Works with the VP of Finance and Director of People & Culture in coordination of all maintenance of the building

Consistently works with Property Manager on maintenance issues that arise in the building and office

Update upstairs and downstairs bulletin boards with up-to-date BBBS and HR information with posting of open positions

Maintains inventory of office technology and ergonomics

Replenishment of office technology and ergonomics as needed

Ongoing printer management of both upstairs and downstairs printers

Acts as a first line of IT support for staff and works with Bright Bear to resolve technology issues

Monitors condition of technology used by staff

Orders new technology for staff as needed with approval of COO and/or Director of People & Culture

Maintains organization of records management, office layout, and supplies

Works with the Senior Family Intake Specialist to manage the look of our office

Advises the Safety Committee and works with the Safety President/VP in maintaining office safety

Schedules trainings, executes emergency drills, and provides administrative support for the Safety Committee.

Continuously reports on Safety Committee progress to Director of People & Culture

Coordinates staff meetings and trainings

Works with administrative team in managing culture committees and schedules, and staying within budget

Organizes office operations and procedures when needed

Recommends, designs and implements new approaches, policies and procedures to effect continual improvement in efficiency of office operations

Other duties as assigned

Tri-County Culture & Employee Engagement

Act as an ambassador for BBBS in both an outward and inward facing perspective

Execute tri-county collaboration and cultural initiatives with the Director People & Culture

Work out in the Inland Empire Office as needed

JOB QUALIFICATIONS

Bachelor’s Degree required.

2-3 years of Human Resources experience required.

Experience with Paycom highly preferred.

High level of customer service.

Familiar with Windows XP and Google applications.

Must have access to a reliable automobile, valid driver’s license and automobile insurance.

Excellent oral and written communication skills reflecting solid customer service both in-person and via the telephone, and high-level interviewing skills.

Excellent organizational and time-management skills.

Maintains confidentiality throughout daily operations.

Excellent attention to detail.

REQUIRED SKILLS AND ABILITIES

Customer Focus

Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and service; talks and acts with customers in mind; establishes and maintains effective relationship with customers and gains their trust and respect; ensures customers feel they have been listened to; establishes credibility quickly.

Interpersonal Savvy

Relates well to all kinds of people; builds appropriate rapport; practices active listening; builds constructive and effective relationships; deals effectively with diversity; uses diplomacy and tact; capable of diffusing difficult situations comfortably; manages frustration appropriately; is easy to approach and talk to; spends the extra effort to put others at ease.

Organizational Ability

Can marshal resources to get things done; orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and follows established process.

Results/Outcome Oriented

Is motivated by results; can be counted on to meet and exceed goals successfully; bottom-lined oriented; pushes self for results; sets clear objectives and measures, monitors process and progress; brings forward innovative practices and suggestions for improvements.

Promotes Vision and Mission

Effectively promotes the agency mission and vision, internally, as well as with the broader community.

Innovative Management

Has the ability to bring forward creative ideas and suggestions; always looking for better/more efficient ways to improve process and systems; has a sense about managing the creative process of others; can facilitate and participate effective brainstorming; can project how potential ideas may play out in the marketplace; is good at bringing the creative ideas of others to market.

Perseverance

Pursues everything with energy, drive and a need to finish; seldom gives up before a project is complete; especially in the face of resistance or setbacks.

Managing Vision and Purpose

Creates and communicates a compelling and inspired vision or sense of core purpose; sees beyond today; sees possibilities; is optimistic; creates mileposts and symbols to rally behind the vision; makes the vision sharable by everyone; can inspire and motivate entire units or organizations.

Ability to Prioritize

Spends his/her time and the time of others on what’s important; identifies and acts on critical issues; can quickly sense what will help or hinder accomplishing a goal; eliminates or navigates around roadblocks, creates focus.

WORK ENVIRONMENT

The environmental conditions described are representative of those that must be met by an employee to successfully perform the functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

Routine office environment.

Frequent independent travel.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and required skills. Job Description may be subject to change to meet the needs of the organization.

Your employment with BBBSOC/IE will be “at will,” meaning that either you or BBBSOC/IE may end your employment at any time and for any reason, with or without cause.