MN Part Time Administrative Associate

College Possible - Minnesota

As one of the largest and most successful college access and success organizations in the country, since 2000 College Possible has empowered more than 85,700 students on their path to earning a college degree. Its pioneering model matches eligible students with a near-peer coach and an evidence-based curriculum designed to help them overcome the most common barriers to getting into college and completing their degree - all at no cost to students or their families. Compared with their peers from similar backgrounds, College Possible students are 30% more likely to enroll in college the year after high school graduation, and three times more likely to earn a bachelor's degree.

College Possible is a proud AmeriCorps program. AmeriCorps is a federal agency that brings people together to tackle the country's most pressing challenges through national service. Our AmeriCorps members commit to a year of service as College Possible coaches in communities throughout the country. Many represent the identities of the students they serve, and each brings a commitment to social justice and closing the college equity divide.

Our near-peer coaching model has earned national recognition: the inaugural Evergreen National Education Award recognized our leadership in increasing access to and success in college for students from low-income backgrounds. It also earns top-of-field results: a Harvard study found that the program more than doubles a student's chance of enrolling in a four-year college, and our students are four times more likely to become college graduates than their low-income peers. College Possible has an annual operating budget of ~$33.5 million, more than 190 full-time employees and more than 245 AmeriCorps and VISTA service members. During the 2021-2022 school year, we reached an estimated 25,700 students nationwide.

Headquartered in Saint Paul, MN, College Possible operates: regional sites in Austin, TX; Chicago, IL; Milwaukee, WI; Omaha, NE; Philadelphia, PA; Portland, OR; Saint Paul, MN; and Seattle, WA; as well as Catalyze partnerships in California, Iowa, Minnesota, New York, Ohio, Tennessee and Texas.

Diversity, Equity and Inclusion

College Possible is committed to diversity, equity and inclusion, and seeks to build a diverse workforce to create impact in partnership with the communities we serve. We welcome a diverse pool of qualified applicants. For each of its positions, College Possible is mindful about what best serves our students, and seeks to hire staff with relevant experience, skills and aptitude, and a commitment to the power of education.

Equal Opportunity Employer

College Possible is an Equal Opportunity Employer. Applicants will receive consideration for employment regardless of their race, color, creed, religion, national origin, sex, sexual orientation, disability, age, marital status, or status with regard to public assistance. Individuals with disabilities are encouraged to apply. We provide reasonable accommodation for qualified individuals and conduct all possible activities in fully accessible settings. Alternative application formats are available upon request by contacting hr@collegepossible.org.

The Administrative Associate is a part-time, hourly position that works closely with the College Possible leadership team to ensure the College Possible MN office runs professionally and efficiently. Duties include, but are not limited to, general office management, providing support for site level HR and Finance responsibilities, operations support for on-boarding new staff and AmeriCorps members (including i-9 paperwork), organizing events and special projects as assigned by the Executive Director, providing support to the College Possible MN leadership team, staffing the front desk (screen, prioritize and answer phone calls and electronic correspondences or direct them to the appropriate individual or department), greeting guests to the office and managing the sign in/out process.

Office Management: Coordinate all site office functions and maintenance needs. Attend monthly all-site Operations calls/meetings. Maintain all office equipment in proper working order, placing service calls as needed to ensure minimal disruption in operations. Collect and distribute all incoming mail and coordinate all outbound mail for the site and national. Oversee volunteers supporting reception and miscellaneous projects. Coordinate calendars for internal conference rooms and serve as point person for reserving building conference rooms. Coordinate all purchasing and receiving for the site in keeping with organizational policies. Monitor, maintain, track and order office supplies and equipment necessary for day-to-day use. Serve as the primary point of contact for site property managers.

Reception: Staff the front desk (screen, prioritize and answer phone calls and electronic correspondences or direct them to the appropriate individual or department, ensuring that all calls are addressed in a prompt, professional and courteous manner). Greet guests to the office and ensure visitors are addressed in a prompt, professional and courteous manner. Manage and train on the security system, and manage the sign in/out process for visitors to the office.

Administrative Support for Site Senior Leadership: Assist in preparing agendas for senior leadership team meetings and all leadership team meetings. Assist with preparation of board meeting materials and scheduling of board committee meetings. Serve as meeting record keeper during board advisory meetings. Draft correspondence as requested. Special projects as assigned.

Technology Support: Provide timely in-office support as needed for minor issues with equipment or software (e.g. printer jams, toner replacement, postage machine, etc.). Provide a bridge between the MN team and either the National office or our third party tech support vendor as appropriate.

Site Level HR and Finance Responsibilities: Work with the National office HR team to ensure all new hire (Leadership Team and AmeriCorps members) processes and procedures are implemented appropriately and in a timely manner, and ensure that all off-boarding policies and procedures are followed and executed appropriately. Understand College Possible's Nexonia expense reimbursement software and act as site-level expert to field any questions and train new staff as needed.

External Financial Aid Support Coordinator: Assist in the planning and execution of statewide financial aid completion initiatives, including workshops, presentations, and 1:1 support. Respond to inquiries and requests from schools and community organizations seeking financial aid support and resources. Coordinate staffing needs for financial aid completion events, including recruiting and scheduling volunteers and/or staff. Communicate with internal marketing to provide updates and event schedule for College Possible website and social media platforms. Provide administrative support for financial aid completion events, such as coordinating logistics, preparing materials, and managing registration.

Plan Special Projects and Events: Work with the Executive Director to create and manage or support project plans for events including but not limited to; team retreats, holiday events, donor fundraisers, service celebration, etc. Provide operations support to all events as needed (e.g. Welcome Weeks, Launch, etc.). Other special projects and events as assigned.

Other duties as assigned.

What You Bring

Education/Certifications/Licenses:

• Bachelor's degree required

Related Work Experience:

• Demonstrated success in recruiting diverse applicant pools highly desired.
• Human Resources experience and/or operations experience highly desired.

Computer/Software Skills:

• Strong computer skills, including demonstrated proficiency in: Microsoft Office Suite.
• Ability to troubleshoot minor technology issues and serve as liaison between site and tech support company.

Other Skills, Abilities and Requirements:

• Excellent organizational skills and the ability to prioritize and manage multiple projects and meet deadlines in a fast-paced environment.
• Exceptional visual, verbal, and written communication skills.
• Openly communicates necessary information with accuracy in a timely manner.
• Project Management skills.
• Passion for mission and the transformative power of education and opportunity.
• Actively contributing to the organization's culture.
• Excellent communication and interpersonal skills, both verbal and written.
• Attention to detail, including proofreading, and project follow-up and follow-through.
• Demonstrate respect, honesty, integrity, and fairness to all.
• Must be willing and able to work evenings and weekends occasionally.

Physical Requirements:

• Ability to lift to 20 pounds when needed.
• Hybrid work environment with limited travel.
• Ability to stand and/or sit for a minimum of 7 hours a day.
• Valid driver's license and insured vehicle required.

What We Offer

In addition to joining a committed, diverse, values-based organization, we offer:

• An opportunity for you to have a tremendous impact both internally and in the broader country.
• A competitive salary commensurate with experience.
• Excellent benefits including complete health, dental, life, short-term and long-term insurance.
• 401(k) retirement plan.
• Encouraged sustainability through a generous paid time off program.
• Personalized professional development and growth opportunities.

To Join Our Growing College Possible Team

Please apply at: www.CollegePossible.org/careers Include a resume and cover letter.