JOB TITLE: Match Support Specialist

DEPARTMENT: Community Based Programs

REPORTS TO: Director of Community Based Programs

FLSA STATUS: Full-Time, Hourly, Non-Exempt, will include some weekends.
Must be available to work until 8:30pm

OUR MISSION: Creating and supporting mentoring relationships that ignite the power and promise of the next generation.

VISION: Through mentorship, all youth achieve their full potential.

JOB SUMMARY:
The Match Support Specialist is responsible for providing match support to ensure child safety, positive impacts for youth, constructive and satisfying relationships between children and volunteers, and a strong sense of affiliation with BBBS on the part of volunteers. This position will produce positive outcomes in the following areas: match closure rate, match retention rate, average match length, volunteer rematch rate, and customer satisfaction. 

JOB RESPONSIBILITIES

• Continually assess the match relationship focusing on: child safety, match relationship development, positive youth development and volunteer satisfaction. Real and/or potential problems and barriers are identified, addressed and resolved as early as possible. Match support is provided on a frequency according to BBBS Standards, at a minimum.
• Complete 80 to 100 calls and case notes on a monthly basis to comply with a match support contact metric.
• Meet or exceed the minimum goal of 98% done on monthly match support contact report.
• Conduct all scheduled match surveys in a timely manner and achieve a minimum goal of 65% data collection and 100% survey completion for all surveys.
• Effectively utilizes COS, YOS and SOR surveys, to assess match impact on youth development.
• Conducts match introductions to set the tone of a successful match with the highest level of customer service.
• Assess and provide for individual coaching needs, information and support needs for each match participant to assure a positive youth development experience for the child, and successful and satisfying experience for the volunteer.
• Ensure high-level expertise in applying child safety and risk management knowledge, policies and procedures throughout all aspects of job function.
• Develop strategic interventions to identify and strengthen match relationships that require extra support to continue to grow.
• Promote and help drive attendance to monthly match activities via phone or email to support ongoing volunteer engagement initiatives.
• Conduct exit interviews by phone with all parties at match closure. Assess reasons for match closure and re-match potential. When a match terminates prematurely or unexpectedly, refer exit interview to supervisor for third party assessment.
• Share with development and/or marketing staff potential partnership relationships as discovered through volunteers’ and parents’ employers and affiliations.
• Identify matches or individuals that are best suited and/ or required for fund development, grant, marketing and other opportunities.
• Assessment and relationship development experience with child and adult populations; understanding of child development and family dynamics.
• Effectively forms and sustains appropriate child, adult volunteer-based relationships based on positive youth development and volunteer satisfaction
• Effectively uses active and attentive listening to confirm understanding; coach others through the use of reflective questioning; personalize communication content and delivery to fit different perspectives, backgrounds or styles of audience; document information about matches clearly and concisely in order to keep records accurate and up to date.
• Solid conflict resolution skills (internal and external conflicts)
• Prepared for different seasonal goals and projects.
• Informs matches of upcoming events and signs them up.
• Attend at least 2 match events on a weekend day, a quarter, in order to interact with matches in person. All Signature Events are mandatory.
• Collaborate and communicate effectively with the Program Support Service Department.
• Attend/complete appropriate meetings and trainings as directed by supervisor
• Consult with supervisor or other program lead staff as appropriate.
• Performs other duties as assigned by the supervisor.

JOB QUALIFICATIONS

• Bachelor’s Degree required
• Must be fluent in Spanish; both written and oral.
• Experience with at-risk/high-risk youth is (volunteer and/or paid) preferred
• Proficiency in Microsoft Office; including Word, Outlook, and Excel.
• Access to a reliable automobile; valid driver’s license; and automobile insurance
• Able to work independently exercising good judgment, decision making and problem solving skills
• Excellent oral and written communication skills reflecting solid customer service both in-person and telephone.
• Able to succeed in a fast-paced environment
• Able to work with confidential information
• Able to relate well in multicultural environments
• Able to effectively collaborate with peers
• Able to use time effectively and able to focus on details
• Able to maintain boundaries with clients.

COMPETENCIES

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

JOB TITLE: Grants Administrator

DEPARTMENT: Admin

REPORTS TO: Chief of Staff

FLSA STATUS: Full-Time, Exempt, Salary

OUR MISSION: Creating and supporting mentoring relationships that ignite the power and promise of the next generation.

VISION: Through mentorship, all youth achieve their full potential.

JOB SUMMARY:
Under the direction of the Chief of Staff, the Grants Administrator is a key professional responsible for overseeing and managing the contracts and agreements related to government grants within the organization. This role requires exceptional project management skills, strong attention to detail, and the ability to manage multiple priorities with efficient time management. The Grants Administrator ensures compliance with grant requirements, facilitates clear and consistent communication between internal teams and funding entities, and manages the full lifecycle of grants from award to closure. The role demands collaboration across departments and a commitment to accuracy, timeliness, and strategic alignment with the organization’s goals. The Grants Administrator works closely with program managers, finance team, and external stakeholders to monitor program deliverables and expenditures and help performance reports. Their expertise ensures that grants are executed effectively, aligning with organizational goals and adhering to federal, state, and funding entity regulations, thereby maximizing the benefits and minimizing the risks associated with grant and contract funding.

PRIMARY RESPONSIBILITIES:

Grant Lifecycle Management
• Oversee post-award implementation of all active grants with a particular focus on government grants and contracts, ensuring compliance with all terms and timelines.
• Maintain knowledge of all active grant agreements, reporting cycles, and deliverables.
• Review and negotiate grant agreements with funders to ensure alignment with agency goals.
• Maintain digital records of executed contracts, funder communications, and supporting documentation.
• Prioritize projects with strong time management skills to ensure multiple grant processes move forward simultaneously and meet all deadlines.

Alignment of Grant Activities and Stakeholder Expectations
• Partner with the Programs, Finance, Grant and Compliance teams to coordinate grant-related activities.
• Communicate proactively and clearly with internal teams and external funders to ensure expectations, deadlines, and outcomes are fully aligned and understood.
• Lead meetings with internal teams and external partners to align on grant status and progress.

Reporting & Data Management
• Coordinate data gathering and performance reporting using Salesforce and Asana.
• Generate required funder reports, ensuring accuracy and alignment with organizational impact goals.
• Generate reports and data analysis in Salesforce as needed.
• Manage and oversee grant tagging systems for effective tracking and attribution.
• Responsible for performing monthly Grant Tag Audits to monitor grant allocation and reporting accuracy
• Utilize Salesforce and Asana as project management tools to drive accountability, ensure visibility across teams, and deliver timely updates on grant submissions, reports, and deliverables.
• Collaborate on special projects with executive and department leadership as needed.

COMPETENCIES

Managing and Measuring Work – Clearly assigns responsibility for tasks and decisions; sets clear objectives and measures; monitors process, progress and results, designs feedback loops into work.

Process Management – Adept at troubleshooting processes to complete projects efficiently; understands how to organize project collaborators and activities; identifies opportunities for synergy and integration; possesses ability to simplify complex processes; resourceful with people, time, and projects.

Written Communications – Writes clearly and succinctly in a variety of styles; communicates complex information with ease; produces compelling and compliant reports.

Planning – Accurately scopes out length and difficulty of tasks and projects; sets objectives and goals; breaks down work into manageable and clear steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks.

Attention to Detail / Functional Technical Skills – Maintains accuracy in work; organizes, tracks, and documents all aspects of grant administration; demonstrates proficiency in using systems like Salesforce and Asana to execute high-quality work.

Interpersonal Skills – Adept at working with multiple departments and people in a personable and professional manner; bridges projects across departments and communicates updates to all parties involved in a personable and professional manner.

JOB QUALIFICATIONS

• Bachelor’s Degree required
• Government grant and Contract experience preferred.
• Ability to interpret federal, state, and city grant regulations.
• Experienced in Windows XP software applications, notably Microsoft word and Excel.
• Salesforce experience preferred.
• Exceptional project management skills, balancing multiple priorities effectively.
• Ability to multi-task and work independently in a fast-paced environment with heavy workload while exercising good judgment, decision making, multi-tasking, and problem-solving skills.

WORK ENVIRONMENT

• Routine office environment.
• Moderate independent travel may be required.

Why Join Us?
This role offers the opportunity to play a critical role in fueling the impact of mentorship through strategic grant administration. As a cross-functional partner, the Grants Administrator helps ensure our funding is optimized, outcomes are achieved, and youth mentoring thrives.

This description reflects general duties and responsibilities of the position and is not intended to be a comprehensive list. Duties may evolve to meet the needs of the organization.

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

JOB TITLE: Grants Billing Specialist (Accounting Clerk)

DEPARTMENT: Accounting & Finance

REPORTS TO: Senior Accountant

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

OUR MISSION: Creating and supporting mentoring relationships that ignite the power and promise of the next generation.

VISION: Through mentorship, all youth achieve their full potential.

JOB SUMMARY:
The Grants Billing Specialist supports the financial operations associated with drawdown grants. This role ensures the timely and accurate preparation of grant invoices, monitors grant-related expenditures, and supports compliance by maintaining thorough and audit-ready documentation. Working collaboratively with internal departments and external funders, the Grants Billing Specialist plays a key role in financial reporting and communication efforts while maintaining the integrity of grant financial data within designated systems.

PRIMARY RESPONSIBILITIES:

Grants Invoicing
• Prepare grant invoicing for all drawdown grants.
• Audit, track, and process grant subrecipient invoices and spend down.
• Reconcile and monitor grant receivable balances.

Budget and Expense Monitoring
• Maintain staff salary allocations & communicate areas of risk or funding opportunity.
• Draft and monitor budgets for applied and awarded grants.
• Complete grant budget modifications and reallocation requests according to Memorandum of Understanding procedures as needed per staffing and programmatic changes.

Grant and Audit Support
• Maintain complete back-up documentation for all fiscal records to ensure audit-readiness.
• Participate in grant audits by clearly explaining fiscal procedures, internal controls, and compliance measures.
• Obtain and distribute annual certificates of insurance to funders as needed.

Reporting and Communication
• Manage and report financial grant information that meets internal and external requirements.
• Enter and maintain grant-finance data and dashboards in Salesforce.
• Communicate areas of risk or funding opportunity to all appropriate parties.
• Serve as the day-to-day fiscal point of contact for grant needs.

SECONDARY ACCOUNTABILITIES
• Accounting Support
• Provide administrative support to the accounting department as assigned.

CORE COMPETENCIES

• Functional/Technical Skills: Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.
• Organizing: Can get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner.
• Informing: Provides the information people need to know to do their jobs and to feel good about being a member of the team, unit, and/or the organization; provides individuals with information so that they can make accurate decisions; is timely with information.
• Problem Solving: Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all possible sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn’t stop at the first answers.

JOB QUALIFICATIONS

Required Skills & Education / Experience
• Associate’s degree in Accounting, Finance, Business Administration or related field or 2 to 3 years of relevant experience.
• Strong proficiency in Microsoft Excel, including the ability to work across multiple spreadsheets; troubleshoot and correct formula errors; format, sort, and clean up data for clarity; use functions such as VLOOKUP, SUMIFS, COUNTIFS, and pivot tables; and understand how formulas work to pull and calculate data based on different criteria.
• Proficient in 10-key numeric data entry with speed and accuracy.
• Demonstrated ability to build appropriate rapport and work collaboratively with teams.
• Exceptional attention to detail and accuracy in data entry and reporting.
• Excellent time management and organizational skills with the ability to meet deadlines.
• Strong computer literacy and learning ability to work with various platforms (e.g., databases, CRMs).

Preferred Skills
• Prior experience in grant billing, financial reporting, or nonprofit accounting is a plus.
• Familiarity with grant compliance, budget reallocation, and subrecipient tracking practices.

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.

This description reflects general duties and responsibilities of the position and is not intended to be a comprehensive list. Duties may evolve to meet the needs of the organization.

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