Administrative Coordinator

Brief Overview:

We are seeking a full-time Administrative Coordinator (AC) to join HRiA’s TCB Department to develop and maintain systems to support the overall success of our training initiatives and projects.

Position Description:

The Administrative Coordinator will primarily split their time between these three projects:

  • Gun Violence Prevention Training Center for Excellence (TC4E) which delivers training, technical assistance, and network-building to DPH Gun Violence Prevention  grantees — youth and young adult-serving, gun violence prevention organizations in high-need Massachusetts communities. Using a public health approach grounded in racial equity, TC4E equips organizations to align best practices in street level intervention (streetwork), workforce development and mentorship, mental health, comprehensive needs assessment, and community mobilization. The Emerging Adults project is a training program connected to TC4E aimed at equipping stakeholders who work with emerging adults inside the justice system with skills in positive youth development.
  • Opioid Overdose Prevention Training Project is funded by the Massachusetts Department of Public Health, Bureau of Substance Addiction Services (BSAS), as part of SAMHSA’s State Opioid Response (SOR) grant. Our staff provide training and technical assistance in several substance use and human services topics. The project also convenes service providers across Massachusetts to share best practices and cutting-edge solutions in overdose prevention, harm reduction, and substance use treatment.
  • The Health Equity Zone (HEZ) project of the Rhode Island Department of Public Health is  an innovative, place-based approach that brings communities together to build the infrastructure needed to achieve healthy, systemic changes at the local level. HEZs are geographic areas where existing opportunities emerge and investments are made to address differences in health outcomes. Through a collaborative, community-led process, each Health Equity Zone conducts a needs assessment and implements a data-driven plan of action to address the unique social, economic, and environmental factors that are preventing people from being as healthy as possible.

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 around the topics of overdose prevention, harm reduction, and substance use, public health and health equity.  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.

This is a full-time, exempt position with a salary range of upper 40k’s to low 50k’s, based on skills and experience. The AC will initially work remotely (due to HRiA’s COVID-19 policies) and will eventually be based in HRiA’s Boston office when it reopens in late 2021 or early 2022, with the option of working remotely for a portion of the work week.

The AC will be responsible for a wide range of administrative, programmatic, communications/marketing, and event planning duties for the Gun Violence Prevention Training Center for Excellence and the Emerging Adult Re-Entry project. The AC will support the  OOPTP by managing logistics, social media, website updates, evaluation and data collection and reporting, and other logistical needs as they arise. For the Rhode Island HEZ project, the AC will be responsible for event planning and coordination.

Duties and Responsibilities:

Project Work

  • Coordinate and maintain systems of communication and work coordination for team members, including senior-level staff, including scheduling and transcribing meetings and training notes.
  • Schedule and coordinate trainings and events by registering target audiences, ordering and organizing supplies, preparing and packing materials, completing staff travel arrangements, and submitting expense reports.
  • Develop, format, edit and/or proofread written project documents, email communications, and other materials and correspondence for meetings, trainings, conferences, and presentations.
  • Input data and maintain databases for trainings, e-mail communications, conference registration, and evaluation processes; 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.
  • Provide administrative and programmatic support for the team as requested.


  • Assist team with tasks to address client, project, and/or team management needs.
  • Participate in staff meetings, committees, and other workgroups, as appropriate.

Thought Leadership

  • Build or develop knowledge of health equity, violence prevention and substance use disorder, and skills in project coordination and support.
  • Assist with preparing and presenting reports and results.
  • Attend conferences/events with senior HRiA staff.
  • Suggest ideas or improvements through participating in teams and committees.

Business Development

  • Assist with writing proposals, scopes of work, and/or budgets and amendments, as appropriate.
  • Gather and prepare proposal or scope of work documentation.
  • Prepare proposals for submission, including formatting, design, packaging, and delivery.

Candidate Qualifications:

  • Bachelor’s degree plus a year of professional experience or one+ year 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.
  • Ability to work independently and as a part of a team.
  • Proficiency with Microsoft Office (e.g., Word, Excel, Outlook, PowerPoint, OneNote, Teams).
  • Proficiency with virtual training tools, especially Zoom and Google slides.
  • Experience with any or all of the following is a plus: Constant Contact, Survey Monkey, Canva, and various social media platforms.
  • Experience in training coordination, event planning, and logistical support is desirable.
  • Interest in and commitment to overdose prevention work, harm reduction work, and substance use work.
  • Knowledge or willingness to learn about public health approaches to violence prevention.
  • Commitment to advancing health equity and racial equity.
  • Comfort working with stakeholders of diverse viewpoints and experiences across the overdose prevention, violence prevention, and emerging adult justice fields.
  • Flexibility and a sense of humor.
  • Massachusetts or Rhode Island residency required, given the focus on local community organizations and the plan to return to the Boston office after the COVID-19 pandemic.


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:

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.

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

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