Operations and Administration Coordinator

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About Us

Since 1966 Big Brothers Big Sisters of Connecticut has been changing the lives of children across Connecticut. As an independent 501(c)(3) organization affiliated with Big Brothers Big Sisters of America, the nation's oldest youth mentoring organization, the mission of Big Brothers Big Sisters of Connecticut is to provide children facing adversity with strong and enduring, professionally supported one-to-one relationships that change their lives for the better, forever. Through the excellence of our programs and the commitment of our volunteers and staff, Big Brothers Big Sisters of Connecticut is recognized widely as the “face” of child and youth mentoring in the state of Connecticut. Each year, Big Brothers Big Sisters of Connecticut offers high-quality mentoring services to approximately 1,300 children and youth in cities and towns across the state.

The Position

The Operations and Development Coordinator will play an important role in the attainment of Big Brothers Big Sisters of Connecticut's (BBBS CT) goals for agency functions such as agency communications, vendor relations, agency calendar, Board and committee communications, employee benefits, and database management. You will report directly to the CEO. You will also collaborate as needed with the finance department, VPs of Program and Philanthropy, and the Directors of Community, Site-Based, Big Futures and Foster Grandparents Programs. Because we are a small agency, everyone pitches in to accomplish our goals. We expect all our team members to make decisions as if Big Brothers Big Sisters were funded from their own pockets. All information must be kept confidential, and our values of honesty, integrity and commitment to serving children in need must be paramount.

Responsibilities

Financial Management

• Assist the CEO, finance department, and Program Directors in operations and administrative functions.
• Work with the agency CEO, finance department and auditor to ensure a smooth, successful annual audit process.
• In conjunction with the finance department and auditor, review and update agency financial management policies to ensure best practices.
• Work with program directors to ensure accounts payable are properly coded / tracked.
• Ensure that agency invoices and receipts are provided to the finance department.
• Help ensure that agency financial management policies are followed by all staff involved in deposits, expenditures, and agency events.
• Work with agency leadership to assist with staff benefits, agency insurance and vendor relationships and purchases.
• Proactively work to ensure the agency has the best possible deals for its on-going contracts (insurance, IT, copiers) and purchases.
• Assist with finance projects as needed.

Board and Committee Communications

• Assist the CEO and agency leadership, including the Board of Directors, by assembling and distributing Board information packets, meeting notifications and updates, and other materials needed or requested.
• Assist Board Committees by helping to set conference call and meeting schedules, notifying members of upcoming events, facilitating virtual meetings and taking meeting minutes as needed.
• Assist the agency in building a diverse and inclusive Board of Directors by identifying potential new members when feasible.
• Create and implement communication procedures to increase efficiency and clarity.
• Assist the CEO in coordinating ad hoc Board, committee and one-to-one meetings.

Staff and Program Responsibilities

• When addressing staff inquires and concerns, address questions at hand or assist colleagues in accessing the right resources (e.g., IT help desk, agency benefits vendor).
• When answering phone calls and emails from potential volunteers, donors or participating families, respond with a helpful, supportive approach.
• Ensure programmatic excellence by providing staff with required information on agency financial procedures, internal controls and policies.

Operations

• Assist the CEO in scheduling gatherings of full staff, staff teams and meetings with external stakeholders and prospective partners.
• Give reminders to staff re biweekly timesheets and help ensure their timely processing.
• Assist employees with annual benefits selection and/or renewal process.
• Assist HR vendor with on-boarding of new employees and off-boarding of departing employees.
• Help ensure agency website stays up to date.
• Help ensure agency informational materials stay up to date.
• Lead or assist with agency projects as needed.

Qualifications

• Bachelor's degree from an accredited four-year institution or Associate's degree with administrative experience required.
• Demonstrated record of organizing and tracking multiple projects.
• Proven track record of effectively collaborating with colleagues and managing systems and projects in an organization.
• Experience with and success in running nonprofit projects.
• Demonstrated success in working with a multi-functional team.
• Experience with Excel and QuickBooks preferred.

Competencies

• Inclusive style with strong communication skills and support of teamwork and collaboration.
• Personal qualities that include trustworthiness, integrity, and ability to commit to Big Brothers Big Sisters' mission of changing the lives of children facing adversity.
• Ability to perform well and maintain order in a fast-paced, multi-task work environment.
• Skills needed to represent the agency with confidence to outside organizations and people.
• A warm, welcoming, collaborative work style.

Job Type: Full-time

Pay: From $19.00 per hour

Expected hours: 35 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Education:

• Bachelor's (Preferred)

Ability to Relocate:

• Hartford, CT 06106: Relocate before starting work (Required)

Work Location: Hybrid remote in Hartford, CT 06106