Description

JOB TITLE: Group Coordinator- Programs 

DEPARTMENT: Programs

REPORTS TO: Chief Program & Impact Officer 

LOCATION: Hybrid – Remote and Tacoma Office and on site in schools/community partner sites 

PAY RANGE: $25.00-28.00 hourly DOE. Benefits include prorated accrued sick, vacation and personal holiday paid time off and access to LinkedIn Learning Professional Development. 

FLSA Status: Non-Exempt, Part-time (20 hours)

Current State of BBBSPS: BBBSPS employees are working on a hybrid model. Full-time employees work a minimum of 2 days onsite and 3 days remote.

Our Values: We are Trusted and Transparent. We Treat all with Respect and Dignity. We Foster Community Through Inclusivity and Belonging. We are committed to Inclusivity and Belonging (JEDI). We Rise to Meet the Needs of Youth.

Our Mission: Big Brothers Big Sisters of Puget Sound creates and supports one-to-one mentoring relationships that ignite the power and promise of youth. Each employee in Big Brothers Big Sisters of Puget Sound helps to extend the mission of the agency in particular ways as outlined in the position description. The essential functions of the position include, but are not limited to the following: 

JOB SUMMARY: 

Big Brothers Big Sisters of Puget Sound (BBBSPS) is looking for a Group Coordinator on our Program Team who will thrive in an environment that is fast paced, dynamic, and varies daily. The Group Coordinator plays a vital role in providing comprehensive support to our community-based groups, including the Alpha Forum and Big L.Y.F.T programs. Responsibilities include organizing and facilitating all logistical aspects of these groups, such as coordinating locations, ensuring necessary supplies, arranging food, and setting up the environment. They are also tasked with managing attendance, inputting attendance and survey data into databases, and reporting outcomes. 

Recruitment of youth participants and volunteer mentors for these groups falls under the Group Coordinator's purview, as does supporting their involvement and accessing external resources beyond the group context. The Group Coordinator will undergo training to facilitate group sessions, serving as a secondary staffing resource. Collaborating with the Regional Director and CPIO, they'll fulfill Memorandum of Understanding (MOU) requirements for contracts and grants, alongside conducting Quality Assurance activities for the groups. 

Given the role's nature, evening hours are required, with occasional weekend commitments for events and activities. Individuals from diverse communities are strongly encouraged to apply, as fostering inclusivity and representation is integral to our mission. 

ESSENTIAL RESPONSIBILITIES:

Communication and Engagement: 

• Communicate regularly with group members to provide updates, reminders, and relevant information. 
• Foster a welcoming and inclusive atmosphere within the group, encouraging participation and collaboration. 
• Address questions, concerns, and feedback from group members in a timely and respectful manner. 

Collaboration and Support: 

• Collaborate with group leaders, volunteers, and other stakeholders to support the group's goals and objectives. 
• Provide assistance and guidance to group members as needed, facilitating problem-solving and conflict resolution. 
• Identify opportunities for improvement and suggest innovative ideas to enhance the group's effectiveness and impact. 

Administrative Tasks: 

• Maintain organized records and documentation related to group activities, attendance, and member information. 
• Prepare reports on attendance metrics, participation levels, and other relevant data. 
• Assist in the development and distribution of promotional materials to attract new members and promote group activities. 

Attendance Management: 

• Maintain up-to-date attendance records for all group meetings and activities. 
• Implement and oversee the attendance tracking system, ensuring accuracy and completeness. 
• Communicate attendance policies and procedures to group members and address any attendance-related concerns. 

Meeting Coordination: 

• Coordinate meeting schedules and agendas in collaboration with group leaders or organizers. 
• Arrange meeting venues, equipment, and materials as needed. 
• Facilitate smooth transitions between agenda items and manage meeting logistics. 

Additional Duties:

• Supports the CPIO, Regional Director- Pierce County/Tacoma, and Group Lead to ensure the program meets expected goals, objectives, and outcomes.
• Assesses individual training needs, information and support needs for each match participant to assure a positive youth development experience for the child, and a successful and satisfying experience for the volunteer. Develop and facilitate training for our volunteers. 
• Ensures high-level proficiency in applying youth protection and risk management knowledge, as well as policies and procedures throughout all aspects of the job function. 
• Promotes and maintains cooperative working relationships with community organizations. 
• Coordinates with other departments to identify partnerships, promotes agency events, and provides support for other efforts, as necessary. 
• Use MatchForce and other program data to ensure the team is achieving reach, relevance, impact, and quality goals.
• Other duties as assigned.

Requirements

REQUIRED JOB QUALIFICATIONS:  

• Previous experience in group coordination, event planning, or related fields preferred. 
• Excellent organizational and time management skills. 
• Strong interpersonal and communication abilities, with a focus on building relationships and fostering teamwork. 
• Proficiency in using technology for attendance tracking, communication, and administrative tasks. 
• Ability to adapt to changing priorities and manage multiple tasks simultaneously. 
• Commitment to promoting inclusivity, diversity, and a positive group culture.
• English language verbal and written communication skills.
• Available to work evenings and weekends as needed. 
• Access to reliable automobile, valid driver’s license, auto insurance required. 
• Understanding of child development and family dynamics. 
• Understanding of issues/barriers that impact children and families from underserved populations. 
• Ability to effectively collaborate with other staff. 
• Ability to collect meaningful data and draw solid conclusions. 
• Proficient in Microsoft Word, Excel, and Outlook. 
• Ability to work independently exercising good judgment, decision-making and problem-solving skills. 
• Ability to succeed in a fast-paced environment. 
• Ability to work with confidential information required. 
• Excellent oral and written communication skills reflecting solid customer service both in-person and via the telephone. 

 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 accommodation may be made to enable individuals with disabilities to perform the functions. 

• 50% of time will be at schools and partner sites working directly with community members including youth mentees, adult mentors, and community leaders.
• Frequent independent travel. 
• Physical demands: While performing duties of job, employee is often 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: 50% of work will be spent at a desk on email, phone, or in the database. 

Equal Employment Opportunity

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 & responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.