Women In Entertainment Senior Program Coordinator

Big Brothers Big Sisters of Greater Los Angeles (BBBSLA) seeks a talented, high-energy professional to serve as the Agency's Women In Entertainment (WIE) Senior Program Coordinator

Big Brothers Big Sisters of Greater Los Angeles (BBBSLA) empowers children and youth (ages 6-24) by establishing enduring, professionally supported mentorship relationships with screened and trained, caring adult volunteers. We collaborate with parents/guardians and volunteers to ensure every child in our programs reaches higher aspirations, gains confidence, builds better relationships, and achieves educational success. Our track record proves that mentoring works, transforming lives one young person at a time.

BBBSLA manages a professional staff of 35 and an annual budget of approximately $4.5-$5M.40 influential community leaders serve on the governing Board of Directors or as Trustees.

POSITION OVERVIEW:

Reporting to the Senior Manager of Site-Based Programs, the WIE Senior Program Coordinator is responsible for the successful recruitment, enrollment, onboarding, matching, support, program-wide communication, event coordination, cross-partner planning and overall coordination of BBBSLA's Women in Entertainment Mentorship Program. Working closely with program partners including the Entertainment Industry Foundation (EIF), The Hollywood Reporter, corporate mentors, students, families, and schools, and other educational and community partners, this position will lead the day-to-day implementation of the program, serve as central communication and coordination lead between BBSLA, EIF, and program stakeholders, and ensure a high-quality mentoring experience for all participants. The WIE Program Coordinator will also maintain a caseload of 20 mentoring matches and provide ongoing support throughout the duration of each match relationship.

The goals of the WIE Mentorship Program are to provide high-quality mentorship opportunities for students; promote the development of skills such as public speaking, confidence, leadership, and professional communication; introduce students to career pathways within the entertainment industry and related fields; promote diversity, equity, and inclusion; and prepare students for college matriculation and long-term success

This is a full-time, benefits eligible, hybrid work position with a mix of virtual and in-office work. The position also requires travel for special events and face-to-face meetings with event honorees, volunteers, donors, corporate leaders, Board members, and vendors.

The WIE Senior Program Coordinator will:

1. Recruit qualified high school mentees into the WIE Mentorship Program.
2. Successfully enroll and onboard student and volunteer participants.
3. Conduct monthly support calls with students, volunteers, and parents/guardians.
4. Coordinate transportation and logistics for program participants as needed.
5. Plan, coordinate, and host program events, workshops, and enrichment activities.
6. Support scholarship promotion and coordination for program alumni.
7. Coordinate program-wide communication, cross-partner planning, and event logistics for WIE programming, including college visits, workshops, career experiences, and entertainment industry exposure opportunities.
8. Develop, maintain, and distribute regular participant and partner communications, including program updates, opportunity announcements event reminders, newsletters, and other cohort-wide communications for mentors, mentees, families, and program partners.

ESSENTIAL JOB ACTIVITIES AND RESPONSIBILITIES

The activities and responsibilities outlined below represent the core functions required for successful performance in this role. Reasonable accommodation may be provided to enable qualified individuals with disabilities to perform these essential functions.

Program Delivery

• Lead recruitment efforts for student participants, including school outreach, developing promotional materials, presentations, information sessions, application review, interviews, and selection meetings.
• Identify, develop, and maintain strategic partnerships with schools, community organizations, and key stakeholders to support program goals, expand outreach, and enhance community engagement.
• Lead the enrollment and onboarding process for both mentees and mentors, including interviews, background check coordination, live scan tracking, participant communication, and orientation activities.
• Serve as the primary point of contact for the WIE Program and independently manage day-to-day program operations in partnership with the Entertainment Industry Foundation (EIF), The Hollywood Reporter, and other program partners.
• Create Mentor-Mentee matches. Tasks include writing match assessments, entering/updating data in a Matchforce CRM system, and providing perspective on potential strong mentoring matches.
• Manage DMV and county level background check process for all potential volunteers.
• Provide individualized professional support through scheduled in-person and telephone contact to each student, volunteer and family throughout the length of the match to support the development of each relationship, and the safe and positive growth of each young woman participating in the program.
• Maintain a caseload of 20 site-based matches with on-time match support goal of 90% and on-time survey completion. This may include programs outside of the WIE Program.
• Develop strategic interventions to identify and strengthen match relationships that require extra support to continue to grow.
• Ensure high-level proficiency and good judgment in applying child safety and risk management knowledge, policies and procedures throughout all aspects of job function.
• Document and monitor all elements of match support and promptly notify supervisor regarding concerns that may negatively influence the match.
• Coordinate mentor-mentee meeting schedules, transportation logistics, and participant communication to ensure successful program engagement and student safety.
• Collaborate with program partners to promote scholarship opportunities and host informational sessions for participants.
• Create and manage a centralized library of support services and resources that promote career exploration, academic support, personal guidance, life skills, and professional development, including entertainment industry-specific opportunities.
• Coordinate, plan, and execute program events, workshops, networking opportunities, industry panels, college visits, enrichment activities, and other participant engagement experiences throughout the year.
• Coordinate and manage relationships with third-party college readiness organizations, college access programs, and educational partners to deliver college and career preparation opportunities for mentees.
• Develop and maintain regular communication with mentors, mentees, families, and partners through professional email correspondence, program updates, and the creation and distribution of monthly program newsletters.
• Liaise with the Hollywood Reporter on annual video production including communication with mentors and mentees, scheduling site visits and collaborating on content.
• Participate in all Agency staff and team meetings.

The statements above reflect the general nature and level of work assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, or skills required. This job description may be updated or revised as organizational needs evolve.

QUALIFICATIONS & EXPERIENCE:

• Bachelor's Degree required.
• Minimum of 5-6 years work and/or internship experience in an office setting with customer service responsibilities. Working with youth and families, at a non-profit organization and/or within the entertainment industry experience is a plus
• Excellent organizational and administrative skills.
• Must enjoy working with children and families with a professional, warm and welcoming demeanor.
• Experience planning and coordinating events, workshops, or youth development programs.
• Strong written and verbal communication skills, including newsletter and stakeholder communications.
• Experience building and maintaining relationships with corporate, nonprofit, and community partners.
• Full competency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), database management and report writing.
• Must have excellent writing skills.
• Must be willing to work flexible hours including weekends and early evenings.
• Demonstrated team player and high energy personality.
• Preferably speaks both English and Spanish fluently.
• Must have transportation, valid CA driver's license, and evidence of automobile insurance.

COMPETENCIES:

Customer Focus - Is dedicated to meeting the expectations and requirements of fellow staff, volunteers, youth, parents and agency partners; talks and acts with them in mind; establishes and maintains effective relationship with customers/clients and gains their trust and respect; views their role as adding value to the experience of volunteers and youth in their match relationship; builds parental support for the match; deals effectively with diversity; demonstrates high degree of flexibility and adaptability.

Listening - Practices attentive and active listening; has the patience to hear people, can accurately restate the opinions of others even when they disagree; understands child safety issues and is vigilant in recognizing signs of problems.

Interpersonal Skills - Relates well to all kinds of people inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; truly values people; doesn't show inappropriate frustration; capable of successfully diffusing difficult situations.

Approachability - Is easy to approach and talk to; spends the extra efforts to put others at ease; is warm, pleasant and gracious; is sensitive to and patient with the interpersonal anxieties of others; builds rapport well; is a good listener; identifies informal and incomplete information in time to do something about it.

Commitment to Task - Willing and able to pursue goals with commitment and to take pride in accomplishment. Willing and able to take proactive action to achieve goals and strives to exceed goals.

Results/Outcome Oriented - Is motivated by results; can be counted on to meet and exceed goals successfully; bottom-line oriented; pushes self for results; sets clear objectives and measures; monitors process and progress.

Organizing - Can marshal resources to get things done; has the ability to manage multiple activities at once; uses resources effectively and efficiently; arranges information and files in a useful manner; follows the established process.

Priority Setting - Spends their time and the time of others on what is important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.

WORK ENVIRONMENT:

The conditions outlined below are representative of those encountered while performing the essential functions of this role.

• Work setting: Hybrid office environment with flexibility in scheduling. Evening and weekend work may be required to support organizational needs.
• Travel: Independent travel to partner sites, events, and meetings required.
• Physical demands: While performing the duties of this job, the employee will regularly be required to sit, stand, walk, reach with hands and arms, and communicate verbally. The role requires frequent use of a computer, telephone, and other standard office equipment. The employee must occasionally lift and/or move up to 25 lbs.

Equal Employment Opportunity

BBBSLA is committed to providing equal employment opportunities to all qualified individuals. Employment decisions are based on organizational needs, job requirements, and individual qualifications, without regard to race, color, religion, creed, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, physical or mental disability, medical condition, genetic information, sexual orientation, gender identity, gender expression, marital or domestic partnership status, military or veteran status, family or parental status, or any other status protected by federal, state, or local law.

Americans with Disabilities Act

BBBSLA is committed to complying with all applicable provisions of the Americans with Disabilities Act (ADA) and state disability laws. Applicants and employees who require a reasonable accommodation to perform the essential functions of their job are encouraged to notify the organization. Reasonable accommodations will be determined on a case-by-case basis, consistent with applicable law.

Big Brothers Big Sisters is an Equal Opportunity Employer.