Free Arts Program Administrative Specialist

The Free Arts Program Administrative Specialist provides essential support for volunteer and artist enrollment, Teaching Artist residency support, and overall program administration. This role ensures smooth operations by managing volunteer and artist screening, background checks, data tracking, and administrative processes. As the primary contact for volunteers and artists, the specialist oversees enrollment, maintains records in Salesforce, and supports outreach, training, and retention tracking efforts. Additionally, this position supports supply management, event logistics, and reimbursement processing while providing administrative support to program leadership.

Job Details

Location: Minneapolis, MN with full in-office requirements and minimal/occasional hybrid work opportunity

Hiring Salary Range: $21.65 - $23.08 Starting rate will depend on your skills and demonstrated readiness for the role.

Hours/Day: Monday-Friday, 40+ hours a week – including evenings, and weekends when necessary. 

Job Type: Full-time, Non-exempt

Supervisor: Director of Free Arts

Essential Job Functions

Volunteer Mentor Enrollment

Coordinate the recruitment, screening, and placement of volunteers to align with program needs and partner site requirements.

Support the development and implementation of volunteer outreach strategies.

Gather input and data related to personal and professional reference checks, through various means, including digital and phone contacts.

Oversee the background check process, including documentation of results in our Salesforce database.

Provide excellent, timely and effective customer service to volunteers and staff through telephone, email, and face-to-face communication.

Monitor volunteer retention, track participation to identify trends and areas for improvement.

Assist with volunteer training initiatives and recognition programs.

Administrative

Provide administrative support to the Free Arts Director and Manager, which may include, but is not limited to handling expense reports and survey/evaluation support.

Manage and maintain the program database to ensure accurate and up-to-date records.

Generate and distribute data-driven reports to support program evaluation and decision-making.

Oversee the completion and proper filing of legal documentation, including volunteer contracts, background checks, MOUs, and TA contracts.

Assist program managers with event planning, organization, and preparation to ensure smooth execution.

Support Manager with supply organization, packing, purchasing, stocking and tracking as needed.

Works on special projects as assigned.

Teaching Artist Residency Support

Coordinate the recruitment, screening, and placement of artists to align with partner needs/preferences.

Support the development and implementation of community outreach strategies.

Manage the processing of TA applications, contracts, and payments to ensure accuracy and efficiency.

Oversee the background check process, including documentation of results in our Salesforce database.

Provide excellent, timely and effective customer service to artists and staff through telephone, email, and face-to-face communication.

Support artist planning and supply needs.

Contribute to the mission and success of the agency

Adopt strengths-based perspectives when discussing specific groups or contexts, particularly those historically marginalized. 

Handle data from youth, families, mentors, or other constituents with care, ensuring secure and private maintenance. 

Stay informed about community needs, resources, and networks. 

Collaborate with others to achieve goals outlined in the annual business plan. 

Honor and respect the diversity of lived experiences, fostering an inclusive and equitable environment within the organization.

Represent BBBS well in the broader community. 

Assist in agency-wide events and initiatives including recruitment, fundraising, event management, and community outreach.

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

Demonstrates a keen ability to thrive in diverse work environments, readily adapting to change and effectively navigating evolving circumstances with resilience and flexibility.

Demonstrated ability to efficiently manage time and streamline work processes and workflow through strategic analysis, enhancing overall productivity and efficiency.

Exemplary attention to detail, organizational prowess, and a track record of consistently delivering completed tasks with precision and thoroughness.

Proven ability to provide exceptional customer service, ensuring the highest level of satisfaction and cultivating positive stakeholder relationships.

A strong aptitude for organizational management and the ability to tackle complex problems with effective, innovative solutions, fostering smooth operations and mitigating challenges.

Exceptional time management skills complemented by attentive listening abilities, demonstrating unwavering dependability and stellar attendance.

Demonstrates a self-directed work approach with an unwavering commitment to professionalism, discretion, and a positive demeanor, exhibiting tact and adherence to instructions even with minimal supervision.

Exceptional interpersonal skills tailored for managing sensitive and confidential situations with finesse and professionalism, ensuring utmost discretion and trust.

Proficiency in delivering clear, effective written and verbal communication, consistently ensuring that messages are conveyed with clarity and impact.

Skillfully communicates the mission and values of Big Brothers Big Sisters to stakeholders, embodying the organization's vision and fostering engagement and support.

Valid driver’s license and motor vehicle and must pass background check and fingerprint check.

Physical Requirements

Frequently moves boxes and supplies weighing up to 50 pounds across the office for various needs. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copy machines and filing cabinets. This role must be able to remain in a stationary position 50% of the time.

About BBBSTC

Big Brothers Big Sisters Twin Cities is the largest and oldest youth mentoring organization in the greater Twin Cities serving Hennepin, Ramsey, Anoka and parts of Dakota and Washington counties. Each year, we match up to 2,600 youth (Littles) and their families with caring adults (Bigs) who volunteer as youth mentors.

We know all youth benefit from having another caring adult in their life as they experience life's opportunities and challenges. Together with our community, we want every young person to have a mentor, be affirmed in who they are, and explore who they want to be.

Mission: Create and support mentoring relationships that ignite the power and promise of youth.

Values: Relationships, Belonging, Youth-Centered, Continuous Learning & Improvement

Justice, equity, diversity, and inclusion (JEDI) are integral to our mission and values at BBBS. We actively incorporate JEDI practices into our daily work to build an organization that recognizes, celebrates, and honors the diverse backgrounds, lives, and experiences of all constituents.

Benefits

We care deeply about our employees and know holistic support is essential for our staff to carry out the BBBS mission. Our generous employment package includes medical, dental, vision and pet insurance, employer-paid short & long-term disability insurance, and life insurance, Health Savings Account (HSA) or Flexible Spending Account (FSA), paid time off accrual & 13 Paid Holidays, and 403(b) retirement plans with employer match.

We recognize the need for flexible scheduling and remote work. Employees are able to work with their supervisors to identify a schedule that works best for both them and the agency. 

Workplace Culture

BBBSTC is an mission-centered, inclusive workplace that strives to create a space where our 60+ employee's unique talents, learning styles and lived experiences are valued. We pride ourselves on our flexible scheduling and hybrid workspace. Creating an engaging work environment is an essential part of our culture. We uphold this commitment through staff surveys, stay interviews, professional development, and quarterly JEDI trainings. In addition, we hold monthly all staff meetings and gatherings, and provide the opportunity to join affinity groups (BIPOC, LGBTQIA+, Mental Health, and White Bodied Accountability), and agency committees (JEDI, Engagement & Connection, and Building & Safety).

Our Hiring Process

Our People & Culture team is committed to a person-first centered approach to our hiring process. We believe in a respectful experience for all parties involved and are committed to taking a JEDI approach. Candidates can apply online via this link: BBBS Careers. Include a cover letter and resume. For all positions, our hiring process includes a Zoom screen and in-person panel interviews, reference and background checks for final candidates. All staff are required to be fingerprinted through the Bureau of Criminal Apprehension (BCA) within the first week of employment. 

Persons of color, women, members of the LGBTQ community, veterans, and individuals with disabilities are strongly encouraged to apply. 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 careers@bigstwincities.org. At this time, we are unable to provide company sponsored visas and are only considering candidates who are eligible to work in the United States. 

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.

P.S. Please take the necessary steps to allow and list the BBBSTC (@bigstwincities.org) and Paylocity (@paylocity.com) domains so that you receive all emails related to your application process. Also, please make sure to check your spam folder as emails from BBBSTC and/or Paylocity can be marked as spam.