Administrative Assistant

OUR MISSION & VALUES

Our MISSION is to create and support one-to-one mentoring relationships that ignite the power and promise of youth.  Our VISION is that all youth achieve their full potential.  Our Core Values:  We believe when every young person has access to a positive mentor, it transforms their lives for the better — empowering them with a stronger sense of belonging and the opportunity to achieve their full potential.  

POSITION SUMMARY

The Administration Specialist supports operational initiatives while ensuring day-to-day administrative functions, focusing special projects for our development and program teams. This role exercises independent judgment in developing and executing operational solutions.

ESSENTIAL FUNCTIONS,  RESPONSIBILITIES & ACCOUNTABILITY

 Administrative

• Manage incoming and outgoing mail, including opening and directing to the appropriate person
• Manage office needs: ordering supplies, coordinating mailings, assessing equipment needs
• Manage all office equipment purchases, repairs, updates, supplies, inventory tracking, etc.
• Provide basic IT support and troubleshooting for staff hardware, software, and systems
• Assist with maintaining and updating the organization's IT infrastructure and networks
• Manage vendor relationships and facility operations

People and Culture

• Co-Lead staff engagement and recognition initiatives
• Plan agency culture and team building activities
• Support maintenance of  internal website for communication and access to key documents

  Program

• Support monthly reporting requirements
• Send Little/Big birthday cards, support Match A-Versary and Match of the Month recognition, gift packs, etc.
• Support Business with a Heart partnerships
• Support stewardship activities, as needed

Development

• Support fundraising event activities and logistics
• Support stewardship activities, as needed
• Support community engagement and social media, as needed

Community Engagement

• Attend recruitment and fundraising events
• Identify potential community partnerships
• Support organizational planning efforts

AGENCY SUPPORT RESPONSIBILITIES

• Attend required meetings and events, as scheduled.
• Establish and promote positive communication among all team members of BBBSSEM to increase collaboration and reduce inefficiencies.
• Represent BBBSSEM in a professional manner at all times, providing courteous service to both internal and external constituents and presenting a positive image of BBBSSEM.
• Abide by BBBSSEM policies, procedures and standard operating practices.
• Utilize educational opportunities and related resources to improve agency service.
• Promote and maintain cooperative working relationships with other community organizations.
• Coordinate with other departments to identify possible partners and partnerships, staff and promote agency events, and provide support for other efforts, as necessary.
• Other duties as assigned by Supervisor.

COMPENSATION

Salary: $18.27 - $19.23/hour, depending on education and experience

BENEFITS

• Paid Holidays - prorated for typical work hours on Holidays that fall on scheduled days
• PTO - Paid Time Off
• Sick Time - 1 hour earned for every 30 hours worked

WORK HOURS - 20 hours/week

Hybrid work days/hours - to be determined.

POSITION REQUIREMENTS/QUALIFICATIONS, EXPERIENCE, EDUCATION

• Must possess a high school diploma, bachelors degree preferred.
• Skills and knowledge required include written and verbal skills, proficiency using technology, commitment to justice, equity, diversity and inclusion, and demonstrated integrity.

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

• Hybrid telework/assigned office days, based on the needs of the organization.  
• Frequent independent travel to meet agency needs (often to places of employment), attend meetings, etc.  Travel is generally within BBBS of Southeast Michigan’s service area of Macomb, Oakland, Washtenaw and Wayne Counties.
• Work assignments will require time spent on the telephone contacting bigs, littles, parents/guardians, donors and other stakeholders.
• While performing duties of the job, an 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.
• Must be able to work proficiently with computers and other office equipment.
• Must be able and willing to work evenings and weekends, as needed to best meet the scheduling requirements of stakeholders.
• Must have reliable transportation. Drivers of privately owned vehicles must have a valid driver’s license and meet state required automobile insurance minimums.  
• Must be able to pass a layered fingerprint background check consisting of criminal history, sex offender registry and driving check.

GENERAL NATURE

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.  BBBS of Southeast Michigan may at its discretion add to or change the duties of the position at any time.