College Possible Leadership Team
  • 15-Jan-2020 (CST)
  • Administrative
  • St Paul, MN, USA
  • Full Time
  • Open Until Filled

College Possible is a growing nonprofit coaching students from low-income backgrounds to and through college to break the cycle of poverty and empower the next generation of leaders. Our model earns top-of-field results: a 2011 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 a budget of nearly $20 million, more than 110 full-time employees and more than 270 AmeriCorps and VISTA service members. During the 2018-19 school year, we will reach an estimated 30,000 students in all 50 states, at more than 90 partner high schools and at more than 350 colleges. 

College Possible is committed to equity, diversity 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.

Headquartered in Saint Paul, Minnesota, College Possible also operates in Philadelphia, PA; Chicago, IL; Milwaukee, WI; Omaha, NE; and Portland, OR; and has Catalyze partnerships in Minnesota, Iowa and Ohio. We're joining forces with colleges to achieve a transformational impact: by 2021, we will partner with 400 colleges to reach 50,000 students. 

To learn more, visit

 Basic Description

The Office Administrator is a full-time position that works closely with the Senior Manager of Community Partnerships and Engagement (SMCPE) to ensure the College Possible MN office runs professionally and efficiently. Duties include, but are not limited to, general office management and operations, providing support for site level HR and Finance responsibilities, managing logistics for AmeriCorps interviews, inventory management, working/coordinating with third party vendor to ensure technology support for staff, organizing events and special projects as assigned by the SMCPE, providing support to the College Possible MN senior leadership team, staffing the front desk for both MN and National Office (NAT) guests (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 and safety and security management.


Essential Job Functions


Office/Operations Management: Manage the organization and coordination of office operations, and procedures. Provide support and resources to allow the MN Leadership team and AmeriCorps members to do their work effectively and efficiently. Work closely with NAT office operations team to ensure all shared building spaces and operations are well managed. Responsibilities include facilities related purchasing, shipping, receiving inventory, mailing, and acquiring office supplies. Schedule repair and maintenance calls. Attend monthly all-site Operations calls/meetings. Coordinate calendars for internal conference rooms and serve as point person for reserving building conference rooms. Act as main liaison to building management in addressing any building related issues. Manage MN site HVAC settings to ensure optimal working conditions for team. Ensure copiers/printers, computers, and phones are in working order. Serve as the main point of contact for ordering technology support devices for new hires and to replace outdated technology devices. Lead the MN safety response team and ensure all members know emergency procedures.


Reception: Maintain presence as the first point of contact for all College Possible MN and NAT guests and callers. Screen, prioritize and answer phone calls and electronic correspondences and direct them to the appropriate individual or department, ensuring that all calls are addressed in a prompt, professional and courteous manner. Welcome both MN and NAT guests to the office and ensure visitors are attended to in a prompt, professional and courteous manner. Work closely with MN and NAT staff to ensure there is a smooth transition from welcoming the guest to handing them off to the appropriate staff member.


Administrative Support for Site Senior Leadership: Maintain outlook calendars: scheduling and rescheduling internal and external meetings. Assist in preparing agendas for MN senior leadership team meetings, all leadership team meetings and all-team meetings. Track expenses and prepare & code expense reports and credit card logs. Draft correspondence as requested. Manage mailing of letters and other materials to external partners. Special projects as assigned.


Site Level HR and Finance Responsibilities: Work with the NAT office HR team and MN SMCPE 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. Lead on the training of technology and all office systems for new AmeriCorps members. Lead on the logistics of AmeriCorps interviews, ensuring that all materials are ready for both applicants and College Possible interview staff. Work with the NAT office finance team and MN SMCPE to review and update MN expense coding plan annually. Collect and review all MN expenses and credit card logs in accordance with national office policies monthly to ensure proper account coding and submit to the national finance team. Manage credit card processing for all MN senior staff.


Technology Support: Train MN Leadership Team members and AmeriCorps members in any technology related areas. 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 NAT office or our third party tech support vendor as appropriate. Work with the NAT office team and MN SMCPE, annually, to assess tech, hardware and software needs and order appropriate supplies and support as needed.


Plan Special Projects and Events: Work with the SMCPE to create and manage or support project plans for events including but not limited to; the fall gathering, mid-year retreat, service celebration, etc. Provide operations support to all events as needed (e.g. Kick-Off, Launch, etc.). Other special projects and events as assigned.


Other duties as assigned.


Professional Requirements (Skills & Qualifications)

In addition to the requirements below, College Possible staff and service members are expected to demonstrate the Idealistic Leader traits of Strive to be Delightful, Energize those in your Presence, Keep Your Eyes on the Prize, Challenge Cynicism, Practice Empathy, Learn to be Grateful and Have Fun, as expressed in our organizational value statement and have a significant commitment to the mission of helping low-income students earn admission to college and persist toward degree completion.



  • Associate's degree required.


Related Work Experience:

  • 2-4 years of office administration experience


Computer/Software Skills:

  • Strong computer skills, including demonstrated proficiency in: Microsoft Office Suite.


Other Skills, Abilities and Requirements:

  • Excellent written and verbal communication skills;
  • Strong interpersonal skills;
  • Self-starter with the ability to prioritize multiple projects and deadlines simultaneously, thriving in a fast-paced environment;
  • Ability to identify areas where organization's administrative effectiveness can be improved and takes action;
  • Creative problem solver; flexible and adaptable to change;
  • Attention to detail, including proofreading and project follow-through;
  • Demonstrated professional with senior leaders, and external vendors and partners;
  • Ability to access reliable transportation to events and other meetings required;
  • Willingness to work some evenings and weekends.



Salary commensurate with experience.  Excellent benefits (complete health, dental, life, short-term and long-term insurance, 401(k) retirement plan and generous paid time off program).


To Apply Please apply at: Include a resume, cover letter and a list of three professional references.



College Possible Leadership Team
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