Bert’s Big Adventure Program Coordinator

About Bert’s Big Adventure

Established in 2002 by Bert Weiss, host of the nationally syndicated morning radio show, “The Bert Show,” Bert’s Big Adventure is a 501(c)(3) nonprofit organization that provides a magical, all-expenses-paid, five-day journey to Walt Disney World® for children with chronic and terminal illnesses and their families. Following the annual trip, Bert’s Big Adventure provides year-round support through initiatives such as the Family Reunion Adventures, the Fairy Godparent volunteer program, and additional charitable services. The trip and programs create a community of families that establish lasting friendships with others facing similar challenges.

Location

Atlanta, GA.

Who we’re looking for:

  • Highly organized individual with excellent communication skills – both written and verbal – with a proactive and detail-oriented approach.
  • Someone who can confidently walk into a crowd and engage/entertain anyone with ease. The ideal candidate will be comfortable networking at events, giving speeches, and leading team discussions.
  • Charismatic community and relationship builder
  • Infectious compassion and an ability to introduce calm in difficult situations/conversations
  • A positive and adaptable team member who takes and follows directions well
  • Big picture thinker with an ability to create processes that make common sense
  • Solid foundation for using technology for various purposes, from creating documents and presentations, to using event software to streamline. Bonus points if you have experience with project management software or donor databases.
  • Passion for serving others in need

What You’ll Do:

​​In this role, you will provide critical administrative and programmatic support to ensure the smooth operation of our programs and beyond. You’ll wear many hats and no two days will be the same, but your core responsibilities will include:

  • Program Coordination: Assist with all programs and event logistics, event staffing, data management, and reporting.
  • Event Coordination: Support all event logistics from creation to completion.
  • Communication: Respond to inquiries from participants, volunteers, donors and more.
  • Administrative Support: Schedule meetings, schedule travel, and prepare documents for program staff.
  • Research and Outreach: Conduct research to support program development and assist with outreach efforts.
  • Technology: Utilize technology tools to maintain databases, create presentations, and manage program workflows.

Essential Duties and Responsibilities:

Regular duties include the following. Other duties may be assigned under the direction of the Executive Director or the Program Director

  • Office Duties
    • Assists Bert’s Big Adventure staff with office tasks that include but are not limited to mailing, copying, purchasing office supplies, office organization, etc.
    • Makes bank deposits as needed.
    • Keeps photos/videos organized, with harddrive backups.
  • Program 1: Walt Disney World
    • Application Management:
      • Monitors, sorts, communicates and organizes application process
      • Background-check management
      • Assists in mailings and welcome packages
      • Assists in data entry for master lists
    • Family Surprise Planning:
      • Assists in all areas of planning and execution of the event
    • New Family Orientation and Staff Orientation Planning:
      • Helps compile necessary documents
      • Secures venue, catering, activities, etc.
      • Manages family attendance and staffing
    • Wednesday Welcome and Send-Off Celebration Planning:
      • Assists in all areas of planning and execution of the Wednesday Welcome party and Send-Off Celebration. This can include but is not limited to securing venues, managing invitations and RSVPs, securing catering, gifts, staffing, and all other logistics.
      • Ensures all signage is up to date.
    • Trip Planning:
      • Assists with Wish Lists and In-Kind donation gathering
        • Assists with all swag items, and welcome home bins
      • Assists with all travel and transportation needs, including Atlanta and Orlando ground transportation, Endeavor Air flights, and out-of-state family travel.
      • Attends all Disney planning calls and meetings.
      • Works with staff on planning all Big Reveals and Broadcast run-of-show
      • Works with Program Director and Executive Director on all hotel needs, including room bookings, catering needs, etc.
    • Post-Trip:
      • Assists in mailing donor acknowledgements
      • Family follow up and staff surveys
      • Photography sorting
    • Program 2: Family Reunion Adventures
      • Assists in all areas of planning and execution of Family Reunion Adventures. This can include but is not limited to securing venues, managing invitations and RSVPs, securing catering, gifts, staffing, and all other logistics.
    • Program 3: Fairy Godparent Volunteer Program
      • Respond to website inquiries regarding volunteers and solicit Fairy Godparent volunteers
      • Manage database of Fairy Godparents
      • Ensure all volunteer paperwork and credit cards are up-to-date and organized
      • Check daily to ensure Fairy Godparent visits are filled, sending gift cards when needed
      • Update directors on condition of admitted children as needed
      • Ensure all Fairy Godparents are invited to internal and external events upon approval
      • General monitoring of the program and progress
    • Other:
      • Assists with all aspects of other and new programs, including but not limited to family advocacy, end-of-life services, and more.

Minimum Requirements:

  • ​Minimum 1-2 years of event-planning experience in a professional Nonprofit experience is preferred but not required.
  • Bachelor’s degree preferred
  • Must be a U.S. citizen with a current, valid, and unrestricted driver’s license or legally authorized to work in the United States.
  • The ability to travel domestically
  • ​​The willingness and ability to professionally represent Bert’s Big Adventure in and out of the office. (Some evenings and weekends are required.)

Other:

  • As part of the interview process, the organization will ask that you participate in several surveys, all of which are designed to ensure your needs will be met and to determine how our organization can ensure that the role will be a good fit for you. Surveys include but are not limited to Wonderlic, Kolbe, and PRINT®.
  • Per the organization’s background check policy, all final candidates must consent to a criminal background investigation. Final candidates may be asked to disclose criminal record history during the initial screening process and before a conditional offer of employment. Applicants for positions of trust with screening results that confirm a disqualifying criminal history will be immediately disqualified from employment eligibility. All applicants must include professional references as part of their application process. Some positions may require additional job-based screenings such as motor vehicle reports, credit checks, pre-employment drug screenings, and/or verification of academic credentials.
  • Equal Employment Opportunity – Bert’s Big Adventure is committed to workplace diversity and inclusion. We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion, national origin, gender, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. Salary and Benefits are based on a competitive nonprofit scale and commensurate with experience.
  • If you need any accommodation or special assistance to navigate our website or to complete your application, please send an e-mail with your request to our recruiting team at careers@bertsbigadventure.org

How we hire/ Timeline:

We’re detail oriented, and you should be too! If you want to help our team make Magical Moments, here are the next steps:

  1. Submit your application below and follow the instructions for next steps. Must complete first steps no later than July 30th to be considered.
  2. The hiring committee will review all applications at once (Week of July 30th)
  3. Phone interviews (Week of August 5th)
  4. Reference and background checks
  5. Strengths, motivations, and alignment assessments (Kolbe and PRINT®)
  6. Zoom interviews
  7. In-Person Team Interviews
  8. Offer

Why you should work at Bert’s Big Adventure:

  • You’ll see, feel and enjoy the fruits of your labor. All Bert’s Big Adventure staff attend the annual 5-day journey to Walt Disney World and our Family Reunion Adventures and hospital visits.
  • You’ll join an army of volunteers and an attentive Board of Directors dedicated to creating magical moments for children with terminal and chronic illnesses.
  • This is a new position within the organization. You’ll be able to use your previous experiences and creativity to help shape the role.
  • We work on a hybrid schedule. We’re in the office three days per week and work from home on the other two. Our office has a more-than-casual dress code and well-behaved dogs are welcome.
  • The team believes in working smarter, not harder. You’ll join an environment where “the juice has to be worth the squeeze” for any project we commit to.

Apply Today!

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