Brief Overview:
We are seeking two full-time (2.0 FTE) Administrative Coordinators within the Capacity Building Assistance (CBA) Cluster who will provide programmatic and administrative support to assist program staff in developing, implementing, and managing several programs and projects related to training, public health and youth development. The Administrative Coordinators must live within daily commuting distance of Boston and should be able to commute to/from the Boston area as needed to accomplish expected duties.
Position Description:
Health Resources in Action, Inc. (HRiA) is a non-profit organization working to improve and reimagine public health. We connect, consult, and collaborate to solve complex challenges of access and equity in our health and social systems. Together with our partners, clients, and collaborators, we create actionable solutions so that all people can thrive.
In 1957, The Medical Foundation (TMF) was created to primarily fund biomedical research in Massachusetts. Since then, we’ve been on a journey of evolution. We changed our name to Health Resources in Action (HRiA) to reflect our impact in the field of public health. Today, HRiA works with individuals, organizations, and communities to drive a policy and systems change approach to advance health and racial equity.
HRiA seeks sustainable solutions for complex problems using an anti-racist approach. We aim to be adaptable and flexible in meeting clients and partners where they are, offering our decades of knowledge and resources to collectively realize our dream of equitable, sustainable health for all. The foundation of this work is centered on our values:
- Health and racial equity by identifying and addressing the root causes of health inequities, intentionally working to shift narratives and power imbalances and disrupt all systems of oppression.
- Leading with heart by demonstrating our passionate commitment to our work, continuously challenging ourselves with humility and vulnerability while pursuing and holding ourselves accountable to our mission.
- Collaboration by intentionally and respectfully leading, partnering, and following to strengthen relationships, uplift different voices and build trust.
- Innovation by driving toward new strategies, questioning norms, and continuously learning and evolving to support the needs of our clients and communities.
HRiA offers exciting, engaging, and challenging employment opportunities for facilitators, trainers, researchers, analysts, policy specialists, grant managers, and more. People come to HRiA because of our commitment to advancing health equity and inspiring work; they stay for our wonderful clients, partners, and dedicated and dynamic staff. With our growing portfolio of high-impact work, person-centered policies, and generous benefits, our team continually invests in making HRiA a great place to work. Our diverse staff of over 290 people hail from 30+ states, with a homebase in Boston’s Chinatown neighborhood.
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 (TA), and communication support, as well as strategic planning, facilitation, and leadership development services.
Position Description
HRiA is hiring two full-time (2.0 FTE) Administrative Coordinator positions within its Capacity Building Assistance (CBA) Cluster. We are seeking individuals who can work collaboratively in a team-oriented, fast-paced, deadline-driven environment. The Administrative Coordinator will provide programmatic and administrative support to assist program staff in developing, implementing, and managing several programs and projects related to training, public health and youth development. This role will also provide overall support to projects in the CBA Cluster including but not limited to, scheduling and content planning of departmental meetings, managing monthly staff reimbursements, and other tasks described more below. 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 skills, and communication will gain exposure to youth development and public health work. They will become a part of a vibrant and growing public health organization. This is a non-exempt, full-time position with a salary range of upper $40k’s to low $50k’s based on skills and experience. The Administrative Coordinators must live within daily commuting distance of Boston and should be able to commute to/from the Boston area as needed to accomplish expected duties. These roles will also have the flexibility of working remotely for some or all of the workweek depending on project needs and with supervisor approval.
Sample Projects
The two Administrative Coordinators will support some of the projects described below:
BEST (Building Exemplary Systems of Training) Youth Worker Initiative: Through the BEST Initiative, we build the core competencies of adults who work with youth (i.e. youth workers) to strengthen their youth development skills and practices. HRiA hosts trainings in Boston and nationally on various youth development topics. The Administrative Coordinator will support this project through creating marketing materials, managing online registration, payments and invoicing and providing on-site training setup for local trainings.
Building the Mental Health Capacity of Youth Workers in Boston Project: In partnership with the Boston Public Health Commission, HRiA is recruiting youth serving organizations to participate in a training series to learn how to better support youth with mental health needs. The Administrative Coordinator will support these trainings with recruitment efforts, managing registration, and coordinating local trainings and events with participating organizations.
FDA Tobacco Compliance Check Program: Funded by the U.S. Food and Drug Administration (FDA) and the MA Department of Public Health (MDPH), HRiA administers this program by recruiting and training youth to conduct undercover compliance checks on tobacco sales at licensed MA retailers. Youth are hired as paid inspectors, and work closely with adult inspectors, who make sure tobacco retailers are following the law and not selling tobacco to minors. The Administrative Coordinator will manage youth applications and hiring processes, manage databases, manage payments for youth and adult inspectors, communicate with the client for any emerging needs, and regularly call participants to ensure correct contact information.
MDPH Youth Advisory Board (YAB) Project: HRiA will be working with MDPH to recruit youth from across the state to serve on a YAB in order to advise and inform MDPH on policies that directly impact youth across the state. Sample administrative activities include: serving as a liaison with the YAB members, supporting recruitment, and managing payment of YAB members.
Benefits
HRiA offers strong benefits to its employees, including:
- Competitive salaries
- Health insurance
- Retirement plan
- Short-term disability insurance
- Vacation starting at four weeks
- Sick time
- 13 paid holidays, plus office closure time during the last week of December
- Flexible summer hours
Duties and Responsibilities:
The Administrative Coordinator will provide a range of administrative and programmatic supports including, but not limited to, the following:
Project Work
- Coordinate training registration, payment and invoicing processes, recruitment and outreach, update/maintain websites, social media logistics, answer project-related questions, attend and support trainings as needed.
- Conduct outreach calls and/or emails to recruit participants for relevant projects.
- Develop, format, edit, and/or proofread written project documents, email communications, and other materials.
- Coordinate and maintain internal communication systems (e.g. Zoom, Teams, Asana, OneDrive) and support team members’ work through scheduling, developing and disseminating meeting materials, notetaking, and follow-up support.
- Coordinate in person training setup by ordering food, pulling together training materials and setting up training rooms to trainer specification.
- Coordinate departmental meetings and celebrations including scheduling, managing logistics, content planning, and notetaking.
- Assist with daily administrative tasks including completing staff travel arrangements, check requests, expense reporting, processing reimbursements, etc.
Management
- Input data and maintain databases for trainings, e-mail communications, conference registration, and evaluation data; develop regular reports.
- Maintain and monitor training supply inventory, ordering supplies as needed or requested.
- Assist team members with tasks to address client, project, and/or team management needs.
- Coordinate and maintain Asana for relevant projects and the department, as applicable.
- Communicate effectively, efficiently, and appropriately with team members and team leads, and the HRiA supervisor.
- Participate in team meetings, staff meetings, committees, and other workgroups.
Thought Leadership
- Identify and suggest ideas to improve project activities, systems and processes.
- Support project management in securing continuation of project funding, as needed.
- Gather and prepare documentation for proposals and/or contract extensions, as needed.
Business Development
- Assist team in preparation and editing of proposals and grant applications and other related materials.
- Update and maintain new business database (Insightly).
Typical hours are 9 am – 5pm ET, with the possibility for later evenings and weekend events. The Administrative Coordinator must live within daily commuting distance of Boston and should be able to commute to/from the Boston office as needed to accomplish duties. The Administrative Coordinator will also have flexibility of working remotely for some or all of the work week, based on project needs and supervisor approval.
This description is intended to indicate the kind 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. These duties shall not be held to exclude other duties, not mentioned, that are of a similar level or difficulty.
Candidate Qualifications:
- A commitment to youth development, racial and health equity, and diversity of thought, backgrounds, and perspectives.
- Associate’s degree or at least two years of relevant experience in an office environment and/or community organization.
- Strong written, verbal and interpersonal skills, including communicating by videoconference, phone, and/or in person (when needed) with program participants and organizational partners.
- Demonstrated excellent organizational, initiative-taking, and communication skills.
- Demonstrated ability to prioritize and coordinate multiple projects simultaneously.
- Strong time management, critical thinking and problem-solving skills.
- Resourceful self-starter with a proven ability to perform under tight deadlines.
- Excellent attention to detail, especially with editing.
- Ability to work as part of a team and independently.
- Knowledge of Microsoft software specifically, MS Word, Excel, PowerPoint, Outlook, Teams.
- Flexibility and a sense of humor.
- Experience in training coordination, event planning, and logistical support is desirable.
- Live within daily commuting distance of Boston
- Experience with any or all of the following is desirable: WordPress, Canva, Constant Contact, Survey Monkey, Asana, and various social media platforms.
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.
Generally, our interviews take place between 9am-5pm ET and consist of two to three rounds of interviews. If this is a barrier to you in any way, please let us know so we can work with the interview team to find a time that works for you.
Applications will be considered until the position is filled. Applications without cover letters will not be considered.
To apply, submit your cover letter and resume online.
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