Program Administrative Specialist [Minneapolis, Minnesota]

Position: Program Administrative Specialist

Position Code: PROG SPEC

Agency: Big Brothers Big Sisters Twin Cities

Location: Minneapolis, Minnesota

Organization Description

As the largest and oldest mentoring agency in the region, Big Brothers Big Sisters Twin Cities (BBBS) has a strong foundation that supports life-changing mentoring relationships between caring adult volunteers (“Bigs”) and young people (“Littles”). By partnering with young people, parents/guardians, and volunteer mentors, BBBS defends and amplifies the potential of youth through impactful relationships, educational support, and increased confidence and social-emotional skills.

Justice, equity, diversity, and inclusion (JEDI) are central to our mission and values, and BBBS strives to implement these ideals across all areas of our agency. We are committed to learning and taking a non-discriminatory, anti-racist, and anti-bias approach. We are dedicated to cultivating a safe environment where all individuals feel equally respected and valued.

Our mission is to create and support mentoring relationships that ignite the power and promise of youth. BBBS accomplishes its mission by:

  • Providing deep and intentional partnerships with our youth
  • Building and sustaining deep relationships with our mentors
  • Building a strong organizational foundation
  • Creating a workplace culture that represents who we serve
  • Transforming our community to understand the importance of our youth
Position Title:  Program Administrative Specialist Hiring Range:  $38,000 – $42,000
Supervisor:  Director of Enrollment & Matching Department:  Enrollment & Matching
Job Type:  Full-time, Non-Exempt Location:  Minneapolis, MN
Hours/Days:  Monday-Friday, 40 hours a week, including some evenings and weekends Closing Date:  Open until filled


Primary Function of the Position

The purpose of this position is to oversee the child application process and conduct a variety of administrative tasks, including data entry, volunteer background checks, and fingerprinting. This position contributes to advancing BBBS’ mission by providing quality customer service to prospective participants.

Essential Job Functions

  1. Oversee the Child Application Process.
  • Oversee the inquiry process for all youth referred to BBBS.
  • Provide excellent customer service and support to volunteers, parent/guardians, youth and staff through telephone, email, and face-to-face communication.
  • Communicate numbers and trends with supervisor on an ongoing basis.
  • Manage partnerships with youth referral sources.
  • Maintain knowledge of community resources to make appropriate referrals, as needed.
  1. Administrative Support for Enrollment and Matching.
  • Assist with the completion of quality file audits for adherence to organizational standards.
  • Oversee the digitization and organization of participant files and confidential materials.
  • Schedule parent/guardian and child interviews for the Enrollment and Match Coordinators.
  • Support the team by calling volunteers, families, and youth to present potential matches.
  • Conduct in-person fingerprinting for prospective volunteers at the BBBS main office
  • Order/purchase office supplies requested by team members and supplies for various larger agency events.
  1. Contribute to the overall success of the agency in order to achieve the BBBS mission.
  • Promote teamwork by overseeing and participating in various teams including work groups, committees, and interdepartmental meetings.
  • Represent BBBS in the larger community.
  • Support development in fundraising efforts and other program functions as requested.
  • Develop and maintain sensitivity to employee diversity, and demonstrate cultural competence in the workplace and in the services provided by the agency.
  • Demonstrate respectful treatment of other employees, program participants and all stakeholders.

Other Job Duties

Assist the director with other duties as assigned.

Education and Experience

  • High school diploma or equivalent required.
  • At least three years of experience in related positions including work with databases, ability to keyboard, operate a computer and proficiency in Microsoft Office applications.
  • Experience in Salesforce highly preferred.

Knowledge, Skills, and Abilities

  • Ability to use the computer, telephone and other office machines.
  • Knowledge of and ability to use Microsoft Office, Google systems and database software.
  • Ability to enter records and maintain information in computer databases.
  • Ability to work effectively with the public and provide excellent customer service.
  • Ability to communicate effectively in written, telephone, and in-person communications.
  • Skill in time management and analyzing work processes and work flow.
  • Excellent attention to detail, organization and task completion.

Physical Requirements

  • This position requires regular use of the computer, the electronic mail system and the telephone. The incumbent must be able to effectively and efficiently respond to callers on a regular basis.

BBBS is an Equal Opportunity Employer

  • People of color, LGBTQ, women, people with disability, and veterans are highly encouraged to apply

The above statements are not intended to encompass all functions and qualifications of the position. Rather, they are intended to provide a general framework of the requirements of the position. Employees may be required to perform other functions not specifically addressed in this job description.

To apply, please visit

If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to the Human Resources team at