Administrative Assistant, Training and Capacity Building

Brief Overview:

We are seeking a full-time Administrative Assistant (AA) to join HRiA’s Training and Capacity Building (TCB) Department to develop and maintain systems to support the overall success of TCB’s training initiatives and projects.  This is an exciting opportunity to get involved in training and event planning, youth development and public health work and become a part of a vibrant and growing public health organization.

Position Description:

HRiA’s Training and Capacity Building Department (TCB) builds the skills, knowledge and capacity of public health practitioners, leaders, community residents, non-profit leaders, and youth leaders through a broad range of training, technical assistance, and consultation which improves their expertise and work and broadens their impact on systems and community change to improve population health. TCB has deep expertise in supporting youth to lead and thrive and working with adults to support the positive development of youth to ensure that both live healthy and engaged lives.

The TCB Department manages and implements several large initiatives and projects. For example, TCB implements the BEST (Building Exemplary Systems of Training) Initiative, which is a local site of a national effort aimed at professionalizing the youth work field. The BEST Initiative offers a continuum of professional development opportunities to build the skills of youth work professionals and to strengthen organizational practices and policies. TCB also manages The Community Health Training Institute (CHTI) provides in-person trainings, webinars, tools, and resources to build the skills of public health practitioners and advocates in: coalition building and leadership, policy and systems change, health equity, strategic planning and evaluation.  CHTI is a partnership between the MA Department of Public Health and HRiA.

For more information about our organization, BEST and CHTI visit http://youthworkcentral.org/, http://hriainstitute.org/, and https://hria.org

The Administrative Assistant (AA) will work collaboratively in a team-oriented environment. The AA will perform a wide range of administrative duties to assist our staff in managing a wide range of projects.  The AA will primarily work on BEST and CHTI and will be responsible for a wide range of duties addressing the administrative, programmatic, communications/marketing, event planning and other vital needs of TCB and its projects.

For the BEST Initiative, the AA will actively contribute to the success of the BEST Training Institute reaching over hundreds of youth-serving professionals in the region.  The AA will also work to support the efforts of the Community Health Training Institute by working on logistics, social media, website updates, evaluation and data components and other logistical needs as they arise.

This is a great opportunity for someone who has experience (or is interested in gaining experience) in training/event/meeting planning, logistical coordination, social media, and marketing. Individuals with strong attention to detail, good interpersonal and communication skills, and an interest in serving in a mission-driven environment will thrive in this position.

Duties and Responsibilities:

  • Coordinate and maintain systems of communication and work coordination of team members, including but not limited to, scheduling, follow up needs, transcribing meetings, and training notes.
  • Provide and maintain organization within the Training and Capacity Building department, including coordinating departmental staff meetings and celebrations, booking meeting space, ordering food for meetings/events, ordering and organizing supplies, preparing, and packing materials for trainings, conferences, and special presentations, completing staff travel arrangements and expense reports.
  • Develop, format, edit and/or proofread written project documents, email communications, and other materials and correspondence for meetings, trainings, conferences, and presentations.
  • Coordinate recruitment, registration, and logistics for trainings/events.
  • Input data and maintain databases for trainings, e-mail communications, conference registration, and evaluation data; develop regular reports.
  • Respond to project information requests by telephone and e-mail.
  • Support accounts payable and receivable by creating invoices/check requests for payment/billing for vendors, and clients and tracking expenses and income.
  • Support website maintenance, including but not limited to, creating/updating the training calendar, marketing materials, and online registration.
  • Support team members in administrative and programmatic activities as requested.

Candidate Qualifications:

  • Associate’s degree or two years of professional experience in an office setting.
  • Organized, detail oriented and able to meet deadlines.
  • Demonstrated ability to prioritize and coordinate multiple tasks and events simultaneously.
  • High level of professionalism and self-motivation, with a demonstrated ability to commit to and follow through on projects.
  • Strong written, verbal and interpersonal skills; including communicating by phone and in person with community members and organizational partners.
  • Able to work independently and as a part of a team.
  • Proficiency in Microsoft Office, especially Excel, Word, and PowerPoint.
  • Experience in training coordination, event planning, and logistical support is desirable.
  • Experience with any or all of the following is desirable: WordPress, Joomla, EmailMeForm, Constant Contact, Survey Monkey, and various social media platforms.
  • Bilingual (English and Spanish) abilities a plus.
  • Flexibility and a sense of humor.
  • Interest in and commitment to the BEST Initiative mission, and values of providing professional development programs and services to youth workers and youth themselves.
  • Interest in and commitment to community health and providing capacity building for statewide community health coalitions that focus on various topics (e.g. healthy eating, tobacco prevention, substance abuse, etc.).
  • Interest in working in a team and capacity to also work independently.
  • Experience working in diverse and multi-cultural settings preferred.

 

This description is intended to indicate the kinds of work duties that will be required in this position.  It is not intended to limit, or in any way modify, the rights of any supervisor to assign, direct, and contract work of staff under their supervision.  The use of a particular illustration describing duties shall not be held to exclude other duties, not mentioned, that are of a similar level or difficulty.

How to Apply:

Diversity in organizational practices is a core value of Health Resources in Action resulting in culturally competent services, materials, resources, and programs. Our hiring and business practices appreciate the strengths offered through different backgrounds.

Health Resources in Action offers an attractive benefits package, including medical, dental and life insurance, retirement plan, tax-deferred annuity, and generous vacation.

To apply, submit your resume and a cover letter explaining why you are interested in the position



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