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Mentorship Program Administrative Specialist

FSLA Classification: Non-Exempt
FTE: .50

Organizational Purpose: Support the mission of Sponsors assisting individuals from Lane County, released from Oregon state correctional facilities and the Lane County Jail in making a successful re-entry into our community. Sponsors is nationally recognized as a model utilizing best practices in re-entry services.

Purpose of Position: The Mentorship Program Administrative Specialist is an integral member of the Sponsors team, and serves as the “hub” of the Mentorship Program. The Mentorship Program Administrative Specialist greets and assists office visitors, performs basic administrative tasks, and is responsible for coordinating recreational opportunities for program participants.

Reports to: This position reports directly to the Mentorship Program Director.

Supervisory Responsibilities: No direct supervisory responsibilities. This position could potentially supervise an intern.

Responsibilities:

 Assists in completing all administrative tasks associated with the Mentorship Program.
• Assists the Mentorship Program Director in reviewing all mentor and mentee applications, including screening parole restrictions, DMV histories, references, background checks.
• Orders all program supplies.
• Enters participant data into the database, ensuring each participant’s information is complete and accurate.
• Assists in assembling participant files and other materials for program activities as needed.
• Assists in gathering data for quarterly grant reports.
• Assists in following up via phone and email with potential new volunteer mentors.

Develops, coordinates, and promotes program events.
• Cultivates and maintains relationships with community partners in order to offer free and reduced tickets to community events.
• Sends weekly activity updates to program participants.
• Hosts, or recruits other Mentorship staff to host, program activities such as group hikes, visits to a local museum, and barbeques.
• Connects individuals to pro-social activities as requested.
• Promotes all activities, manages sign up lists, and provides facilitating staff with all necessary information for each event.
• Responsible for coordinating transportation, overseeing participant compliance with all parole or probation restrictions, and following up with participants as needed.

Attends required meetings, trainings, and program events.
• Attends weekly Mentorship Program meetings, regularly scheduled all-staff meetings, and Mentorship Program Speaker Events.
• Attends required trainings as necessary.
• Attends group events occasionally.

Completes miscellaneous tasks as assigned.
• As requested by the Mentorship Program Director or Sponsors management team staff.

Skills and Knowledge:
• Proficiency in Microsoft Office.
• Motivation to work independently and to effectively prioritize a variety of tasks on a timeline.
• Ability and willingness to ask questions and seek clarification when uncertain about a task or directive.
• Ability to communicate clearly and respectfully with a diverse community of participants, volunteers, and colleagues.
• Demonstrated ability to exercise discretion and uphold clear professional boundaries.

Work Environment: Work at the front desk in the Mentorship office. Works alongside colleagues, program participants, and a supervisor. Occasionally travels to recreational Mentorship program activities within Lane County.

Additional Details: Reliable access to a vehicle is ideal but not required.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time.

Sponsors is an equal opportunity employer committed to an inclusive, equitable, and multicultural work environment. We are stronger and more effective because of the diverse life experiences of our staff. People encouraged to apply include Black, Indigenous, Latinx, and other people of color; people who are gender non-binary; people with disabilities; LGBTQ candidates; and individuals with conviction histories.