Part Time Program Events Coordinator

Description

The Big Futures Team creates innovative programs and events that inspire exploration, elevate youth voices, and prepare young people for a successful future. By fostering belonging, strengthening mentoring connections, and expanding access to education, career, and entrepreneurial opportunities, we empower youth to build social capital and develop lifelong skills.

The Part Time Program Events Coordinator supports the planning and execution of engaging and inclusive program activities and events for BBBS Twin Cities youth, mentors, and families. Working closely with the Manager of Program Events, this role assists with logistics, communication, setup and teardown, and overall event coordination to ensure participants have access to meaningful experiences that strengthen relationships and build connection with the agency. 

Job Details

Start Date: As soon as possible

Location: Minneapolis, MN (In-Person Required)

Hiring Salary Range: $21.63 - $24.52 Starting salary will depend on your skills and demonstrated readiness for the role.

Hours/Day:  20-25 hours per week, primarily evenings and weekends, with occasional in-office requirements

Job Type: Part Time, Non-Exempt

Supervisor: Manager of Program Events

Essential Job Functions

Event Planning & Support

• Assist the Manager of Program Events to plan, lead, and facilitate regular monthly match activities for youth (Littles) and mentors (Bigs), including evenings and weekends. Responsibilities include coordinating supplies, managing the event budget, overseeing setup and teardown, and ensuring a smooth participant experience.
• Coordinate supplies, materials, and event setup/teardown
• Help maintain organized documentation of event details, planning timelines, and supplies inventory

On-Site Event Coordination

• Provide in-person support at 2–4 events per month, often during evenings and weekends
• Help ensure a welcoming, inclusive, and positive environment for youth, mentors, and families
• Assist with volunteer and staff coordination during events

Communication & Outreach

• Help manage participant communications (emails, reminders, RSVP confirmations) using Eventbrite and internal tools
• Oversee weekly management, posts, and follower engagement on Bigs/Mentors Facebook
• Support event promotion in collaboration with the Manager of Program Events and Marketing & Communications
• Track attendance in Eventbrite and collect participant feedback as needed

Administrative Support

• Maintain and update event calendars and registration systems
• Manage the agency’s ticketing and giveaway processes, ensuring equitable and timely distribution to participants and staff.
• Maintain and update a list of community discounts available to matches; proactively seek and cultivate new partnership opportunities to expand offerings.
• Contribute to post-event wrap-ups, documentation, and continuous improvement efforts

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.

Requirements

Requirements

While we have identified specific requirements for this role, we acknowledge that not all candidates may possess every requirement listed. We encourage all applicants who believe they possess the necessary skills and experience to apply, regardless of whether they meet each requirement to the fullest extent.

Education & Experience

• Bachelor’s degree, or High school diploma or GED with at least 1 year of event coordination experience, with preference in community engagement and/or youth programming 

Preferred Experience

• Experience with managing apps, social media, and non-traditional communication with stakeholders preferred.
• Previous experience working with high profile stakeholders, including donors, volunteers, board and committee members, and community leaders strongly preferred.
• Previous experience in Eventbrite and Canva.
• Proven project management and planning experience for community events preferred.

Knowledge, Skills and Abilities

• Demonstrated ability to plan, prepare and carry out high quality events, sometimes under tight timeframes and quick turn-arounds that advance the agency’s focus on high quality youth programming.
• Collaborative work style with strong interpersonal skills; ability to work both in a team and independently, to exercise good judgment, make sound decisions and problem solve.
• Excellent verbal and written skills, with the ability to communicate professionally and effectively with internal and external audiences.
• Ability to manage multiple projects across teams and priorities with a strong commitment to quality and results.
• Experience with handling confidential and sensitive information.
• Ability to work a flexible schedule and be on-site at BBBS’ and partner facilities,  including regular evenings and weekends, sometimes with short notice.
• Must possess a valid driver’s license and have a reliable means of transportation for the performance of work responsibilities.
• Experience working successfully with diverse populations and uphold the agency’s commitment to justice, diversity, equity and inclusion in all our programming and activities.

Physical Requirements

This job operates in a professional office environment but also requires significant physical activity. The role involves being on your feet for extended periods, walking frequently, and lifting and carrying up to 50 lbs. regularly. It requires the ability to move between event spaces, transport materials, and support event setup and breakdown as needed.

About BBBSTC

Big Brothers Big Sisters Twin Cities has been creating and supporting youth mentoring relationships for over 100 years. Since our inception, we have partnered with more than half a million Twin Cities youth by:

• Meeting with a committed caring adult mentor 2-4 x a month 
• Accessing resources for Bigs, Littles, and families to keep matches going strong
• Connecting with qualified professionals dedicated to youth development
• Receiving guided support throughout their developmental years to achieve their full potential

Justice, equity, diversity, and inclusion (JEDI) is an integral part of our mission and values. We recognize, affirm, and celebrate the diverse backgrounds, lives, and experiences of all stakeholders.We strive to ensure that all voices and perspectives are heard and honored.

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 [email protected]. 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 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.