Administrative Coordinator, Strategic Planning & Organizational Effectiveness

Brief Overview:

We are seeking a full-time Administrative Coordinator to join a growing team within our CBA Cluster focused on planning and organizational effectiveness.

Position Description:

HRiA’s core services comprise five clusters: capacity building assistance (CBA), grantmaking for biomedical research and community health initiatives, research and evaluation, public health services, and health and racial equity. Our CBA services help people, organizations, and communities build the competencies, infrastructure, and resources necessary to improve public health and achieve health and racial equity. Our CBA portfolio is broad, encompassing training, technical assistance, and communication support, as well as strategic planning, facilitation, and leadership development services.

The Administrative Coordinator will report to the Senior Manager, Strategic Planning & Organizational Effectiveness, and work collaboratively as part of the SPOE team. This position provides an excellent opportunity to gain valuable experience and skills in public health planning, facilitation, and coaching, and become part of a vibrant and growing Public Health Institute.

We are seeking a dynamic, engaging, and organized administrative professional, with experience working with a broad range of stakeholders who is confident in communicating and interacting with people with diverse backgrounds and experiences. The Administrative Coordinator will work collaboratively with a cross-disciplinary team to support the development and delivery of innovative and customized strategic planning, facilitation, and organizational development services for clients.
This is a full-time, non-exempt position. The Administrative Coordinator may work remotely or in our Boston-based office, with preference given to Boston area candidates. The salary range for this position is $47,000 to $54,000 depending on experience and skills.

Duties and Responsibilities:

  • Create, manage, and maintain organizational systems, including electronic filing systems, subscription renewals, capacity tracking, etc.
  • Support the SP&OE team, including ordering and organizing supplies, managing department email account, calendars, team meeting schedules, and other related duties.
  • Create, manage, and maintain systems of communication to facilitate coordination among team members.
  • Support hiring managers and supervisors throughout hiring, onboarding, and offboarding processes.
  • Provide training for new team members on relevant departmental and organizational systems, including Certify Expense Reporting, Neo1 Travel Management, Trakstar Performance Management, etc.
  • Plan, initiate, and manage departmental projects and processes, as needed.
Project Work
  • Support project leads as needed to implement project activities (e.g., scheduling, communications, drafting materials, preparing check requests, purchasing gift cards, compiling mailings, etc.).
  • Draft, transcribe and distribute meeting notes from planning sessions, key informant interviews, focus groups, and other group exercises, as needed.
  • Develop, edit, and format professional and polished documents (including formatted slide decks and reports with some copyediting, formatting, and developing graphics), e-mail communications, and other materials and correspondence.
  • Organize and complete scheduling, travel arrangements, and expense reports and payment requests for team members, as needed.
  • Serve as a liaison for project leads with the Budget & Contracts team regarding project invoices and contracts.
  • Assist project leads with progress and budget reporting.
  • Build skills in public health, planning, facilitation, and health and racial equity through formal and experiential professional development opportunities.
New Business Development
  • Review new business opportunities and synthesize relevant proposal scopes to identify new business leads.
  • Prepare proposals for submission, including formatting, design, packaging, and delivery.
  • Coordinate with other departments to gather and prepare proposal documentation (forms, resumes, signatures, etc.).
  • Assist with proposal writing, as appropriate.
  • Manage the New Business Development Tracking Sheet and follow-up with Project Leads as needed to ensure the appropriate steps are taken following proposal submissions.
  • Update the Insightly database to document and track pending new business opportunities.
Thought Leadership
  • Assist with preparing and presenting reports and results.
  • Suggest ideas and/or improvements through participation in teams and organization-wide committees.
  • Identify and suggest opportunities to improve efficiencies related to project management activities and administrative processes.
HRiA’s work hours are Monday – Friday, 9:00 am – 5:00 pm. As HRiA is a national organization, staff have the opportunity to flex their schedules to accommodate different time zones, client schedules and personal needs. 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.

Candidate Qualifications:

The successful candidate will have the following minimum qualifications:
  • Bachelor’s degree and equivalent of one to two years relevant experience in an office environment.
  • Excellent organizational skills with strong attention to detail.
  • Demonstrated ability to prioritize and coordinate multiple projects simultaneously.
  • Strong communication, written, verbal and interpersonal skills, including communicating by phone, e-mail, and in person with community members, clients, and organizational partners.
  • High level of professionalism and self-motivation, with a demonstrated ability to commit to and follow through on projects.
Personal Characteristics and Skills
The ideal candidate will be:
  • Proficient in using Microsoft Office applications, especially Excel, Word, PowerPoint, and Outlook.
  • Proficient in utilizing online meeting tools such as Microsoft Teams and Zoom.
  • Able to work independently and as a part of a team.
  • Able to meet deadlines.
  • Calm in a fast-paced, busy environment.
  • Flexible in nature with a sense of humor.
  • Able to take personal initiative and exercise independent judgment.
  • Committed to the value of diversity of thought, backgrounds, and perspectives.
  • Dedicated to public health and achieving health and racial equity
  • Experience with online project management tools such as Asana is a plus.
  • Experience with other online tools and resources (e.g., SurveyMonkey, Mentimeter, Padlet, Poll Everywhere) is a plus.
  • Bilingual (English and Spanish) abilities are a plus.

How to Apply:

HRiA is actively seeking to build a diverse and experienced staff. The organization encourages multiple perspectives and experiences, supports a multicultural environment, and strives to hire and retain a diverse work force that reflects the populations we work with and the communities where we work. Diversity is a core value of HRiA resulting in culturally competent services, materials, resources, and programs. Our hiring and business practices appreciate the strengths offered through different backgrounds.
HRiA is an equal opportunity, affirmative action employer and is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information.
HRiA offers an attractive benefits package including medical, dental and life insurance, retirement plan, tax-deferred annuity, and generous vacation starting at four weeks.

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