Administrative Coordinator, Training and Capacity Building

Brief Overview:

We are seeking an Administrative Coordinator who is passionate about youth work and public health, and has an interest in tobacco prevention.

This is a full-time, non-exempt position that begins March 1, 2020. A flexible schedule is required, with some evening and weekend hours for events.

Position Description:

HRiA’s Training and Capacity Building Department is widely recognized for its youth development approach, which recognizes and builds on young people’s assets and strengths. The Department builds healthy communities by increasing the capacities of youth and the adults who work with them by providing a comprehensive set of consultative services (including facilitative training, technical assistance, program development, relationship building, and event planning) to not for profit organizations, public sector agencies, community coalitions, youth serving organizations and individuals.

The 84 Movement, a statewide youth leadership and tobacco prevention program in Massachusetts. The 84 comprises groups of high-school-aged-youth in community-based organizations and high schools across the state, which are called “Chapters.”

The Tobacco Compliance Check Project recruits and onboards youth across the state to conduct checks ensuring that retailers do not sell tobacco to minors.

Seventy percent (70%) of the Administrative Coordinator’s responsibilities fall within The 84 Movement. The Coordinator will provide support to multiple areas of the program.

The Administrative Coordinator will be responsible for event planning logistics including coordinating vendors, maintaining event registration, organizing event timelines, and supporting other program staff. This will require great time management, organization, and communication skills.

In addition, the Administrative Coordinator will support the program’s social media efforts by creating unique content, engaging with stakeholders, posting web content, daily monitoring of the social media platforms, and contributing to strategic planning.

The Administrative Coordinator will also be responsible for the administrative duties such as maintaining several databases, generating reports, and completing daily administrative tasks.

The other thirty percent (30%) of the Administrative Coordinator’s role is to support the FDA Tobacco Compliance Check Project. The Administrative Coordinator will help with youth recruitment, maintain several databases of youth in the program, ensure weekly youth timesheets are processed and checks mailed, communicate with adult inspectors about updates with youth, process inspector expenses, and support other program staff.

Duties and Responsibilities:

Project Work

Social Media

  • Co-develop social media strategic plan for each fiscal year with other 84 staff
  • Create new original content for web post and social media updates and maintain daily posting, retweeting, liking, and commenting
  • Curate content from related articles/outside sources to use for posts; share with team monthly
  • Organize and manage live posting for events

Event Planning

  • Coordinate recruitment and logistics for events (including trainings, focus groups and conferences).
  • Coordinate all administrative aspects for statewide events such as registration, logistics, pre-event preparation, evaluation input, and day-of coordination


  • Recruit new Chapters of The 84 at community-based organizations and high schools
  • Develop a plan for recruitment and renewal outreach and be the main team recruitment contact
  • Follow up on leads and consistently provide outreach to different areas to talk about our program
  • Maintain database detailing communication with all parties contacted
    • Databases include: Podio, Constant Contact, EmailMeForm, Excel, Sharepoint


  • Create and maintain systems of communication and coordinate work of team members.
  • Create professional and polished formatted documents, email blasts and other correspondence.
  • Coordinate all logistics and expenses for Statewide Leadership Team (group of up to 20 youth leaders)
  • Support marketing efforts by updating the website and assisting in updating flyers and brochures.
  • Develop, format, edit and/or proofread written program materials.
  • Prepare materials for trainings, conferences, and special presentations.
  • Maintain databases for mailings, conference registration, and record keeping (e.g. evaluation data).
  • Respond to program information requests via telephone and e-mail.
  • Coordinate with volunteers across Massachusetts on The 84 Movement about event logistics or other program updates.
  • Assemble and ship materials as needed for programming efforts.
  • Assist with daily administrative tasks including check requests, expense reporting, processing reimbursements, etc.
  • Interest in facilitation and training is a plus.
  • Interest in working with and supporting youth is desired.

 Thought Leadership

  • Facilitate and note take for department meetings and other opportunities
  • Support team members in program activities.
  • Assist with preparing and presenting reports and results
  • Suggest ideas/improvements through participation in teams and committees

Business Development

  • Support Senior Staff in fund-raising and grant writing as needed
  • Gather and prepare proposal documentation (forms, resumes, etc.)

Candidate Qualifications:

  • A Bachelor’s degree and/or at least two years’ experience in an office environment and/or community organization
  • Demonstrate an ability to prioritize and coordinate multiple projects simultaneously;
  • Have strong communication and interpersonal skills, and take personal initiative.
  • Interest in tobacco and vaping prevention.
  • Excellent organizational and communication skills.
  • The ability to work independently and as part of a team.
  • Willingness to make “cold calls” to organizations in order to grow the program.
  • Strong time management skills and ability to maintain a positive work-life balance.
  • Strong critical thinking and problem-solving skills.
  • Basic understanding of social media platforms (Facebook, Instagram, and Twitter).
  • Ability to be creative and engaging.
  • Excellent attention to detail, especially with editing.
  • Microsoft Office proficiency.
  • Ability to collaborate and work closely with team members in an open-office workspace.
  • Ability to be adaptable to different work styles and flexible in your role.
  • A sense of humor.
  • Expertise in youth development and cultural competence is a plus.
  • Familiarity with Massachusetts geography and a wide network of contacts is a plus

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. People of color and LGBTQ applicants are strongly encouraged to apply.

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.

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

The timeline for this position is to hire for a March 1, 2020 start date.

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