Description

Job Title: Enrollment Matching Specialist 

Location: Bellevue WA

Department: Program 

Reports to: Program Manager – Enrollment 

Pay Range: $50,000 - $52,000 annually, paid as an hour wage DOE 4 weeks of vacation leave along with 12 sick days and 2 personal days per year, 100% employer-paid medical, dental, vision, and long-term disability for employees, access to LinkedIn Learning Professional Development, 401(k) with employer match, and EAP; access to onsite workout facility. 

Work Schedule: Hybrid, 2 days onsite & 3 days remote and alternating weeks 3 days onsite & 2 days remote. Must be available to work evenings and weekends on a consistent basis.

FLSA Status: Non-Exempt, Full-time

Last Reviewed: May 2024

Our Values: Trusted and Transparent | Respect and Dignity | Relationship Building | Inclusivity and Belonging (JEDI) | Rise to Meet Youth

Our Mission: To create and support 1:1 mentoring relationship that ignites the power and promise of youth.

BBBS believes all youth should have the chance to reach their potential and achieve success in life- we believe the same thing about our team members. Rooted in the Puget Sound region for more than 60 years, Big Brothers Big Sisters of Puget Sound is the nation’s largest donor and volunteer supported mentoring network. BBBSPS has an urgent mission and is searching for dynamic individuals to help us deepen and broaden our impact in Puget Sound Regions. 

JOB SUMMARY:

The Enrollment Matching Specialist position is to ensure that volunteers and children are appropriately enrolled and matched while executing a high degree of independent judgment when utilizing BBBS standards and practices. A high-level customer service, focusing on volunteer options and child safety, is to be demonstrated throughout the matching process. As an organization, BBBSPS serves not only as defender of our youth’s potential, but also as curator of potential for our staff.

JOB RESPONSIBILITIES:

Essential functions:

• Maintain documentation to assure accountability, effectiveness and efficiency
• Support the provision of volunteer pre-match training, match proposals, and match introductions as needed as well as additional special projects and community outreach
• Determines prospective matches & conducts match meetings for waitlisted participants
• Works with Enrollment team to determine best matches
• Conducts match presentation calls to potential pairs
• Creates new Match accounts and changes match status to “Pending”
• Completes Match Rationale in Matchforce
• Schedules in-person / virtual match introduction meetings with volunteer, parent, and child 
• Conducts & records baseline Child/Youth Outcome Surveys for all new matches
• Assigns appropriate Match Support Specialist as new owner of the match account and all associated participant enrollments
• Additional tasks as needed
• Conducts enrollment satisfaction surveys
• Supports Programs events for waitlisted & actively matched participants
• Have weekly supervision meetings with the Program Manager to ensure goals are being met & to address all issues and concerns
• Attends required BBBSPS staff meetings and other agency events
• Assists Programs team in recruitment tabling & outreach events when needed
• Promote and maintain cooperative working relationships with other community organizations
• Participate in agency events to assist with annual fundraising goals
• Establish, monitor and meet goals for new match growth, match length, quality measures, processing time
• Coordinate with other departments to identify partners and partnerships, staff and promote agency events, and provide support to other efforts, as necessary
• Other duties as assigned by the Chief Program and Impact Officer, Regional Director of Tacoma-Pierce/Kitsap Counties and Enrollment Program Manager

Requirements

JOB QUALIFICATIONS:

• Bachelor's degree in child development, social sciences or health sciences, or the equivalent combination of education and relevant work experience. 
• Access to reliable automobiles, valid driver’s license, auto insurance.
• Understanding of child development and family dynamics
• Understanding of issues/barriers that impact children and families from underserved populations.
• Ability to collect meaningful data and draw solid conclusions.
• Proficiency in Microsoft Word, Excel, Outlook. Familiarity with database software (Match Force).
• Ability to work independently exercising good judgment, decision-making and problem-solving skills.
• Ability to succeed in a fast-paced environment.
• Understanding of confidentiality and ability to maintain strict confidentiality of sensitive information required.
• Available to work evenings and weekends on a consistent basis.
• Excellent written and oral communication skills reflecting solid customer service in both in-person and virtual settings.

COMPETENCIES NEEDED TO BE SUCCESSFUL WITHIN BBBSPS:

We seek to hire for, and further develop with each employee the following competencies that we have identified as critical to success for individual employees and for achievement of the BBBSPS mission:

Core Competencies

• Accountability/Workload management
• Customer Service Orientation
• Growth Mindset, Adaptability
• Cultural Sensitivity
• Collaboration
• Expertise in Area of Focus

Leadership Competencies

• Develops and Motivates Others
• External Relationship Builder
• Team Effectiveness
• Emotional Intelligence
• Organizational Growth Orientation
• Problem-Solving
• Initiative and Results Driven

WORK ENVIRONMENT

The environmental conditions described are representative but not all inclusive of those that must be met by an employee to successfully perform the functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

• Routine office environment
• Frequent independent travel
• Physical demands: while performing duties of job, employee is occasionally required to stand, walk, sit, reach with hands and arms, talk, and hear. Employees must occasionally lift and/or move up to 25 lbs. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Work environment: The noise level in the work environment is usually moderate.
• Phone time: Approximately 70% of the work will be spent on the phone contacting volunteers, parents/guardians, and Littles.

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, physical demands, and required skills. BBBSPS may add to or change the position's duties at any time.

Employment with BBBSPS is “at will” meaning that either the employee or BBBSPS may end the employment relationship at any time and with or without cause.

Justice, Equity, Diversity and Inclusion Statement

At Big Brothers Big Sisters of Puget Sound, we are unwavering in our commitment to justice, equity, diversity, inclusion (JEDI) and these principles are integral to our values and mission. We firmly believe that every person should have the opportunity to reach their full potential, and we are committed to upholding JEDI principles in all aspects of our organization. We are dedicated to taking concrete actions to uphold these values both internally and externally, with a particular focus on empowering BIPOC (Black, Indigenous, and People of Color), LGBTQIA (lesbian, gay, bisexual, transgender, queer, intersex, and asexual, plus) individuals and other traditionally marginalized communities. Through these actions, both internally and externally, we create a transformative environment where every person can thrive, be heard, and truly belong. 

Americans with Disabilities Act

Applicants as well as employees who are or become disabled must be able to perform the essential duties and responsibilities wither unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.