We are seeking an Administrative Coordinator with a keen understanding of operational procedures and who can work collaboratively in a team-oriented, fast-paced, deadline-driven environment.
HRiA’s core services comprise four clusters: capacity building assistance (CBA), grantmaking for biomedical research and community health initiatives, research and evaluation, 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.
Within the CBA Cluster, the 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 to improve their ability to make system and community change to improve population health.
TCB is also widely recognized for training and technical assistance in the youth development approach, which recognizes and builds on young people’s assets and strengths.
The Administrative Coordinator will provide programmatic and administrative support to assist program staff in developing, implementing, and managing several programs and projects.
This position will primarily split their time between three projects:
FDA Tobacco Compliance Check Project: The Tobacco Compliance Check Program is funded by the U.S. Food and Drug Administration and the Massachusetts Department of Public Health. HRiA administers the program and recruits and trains youth to conduct undercover compliance checks on tobacco sales at licensed Massachusetts retailers. HRiA has also facilitated discussions around the public health implications of policies and regulations regarding alcohol sales compliance checks. Youth are hired as paid, Youth Inspectors who conduct tobacco compliance checks to make sure tobacco retailers are following the law and not selling tobacco to minors.
LEAH Project: Supporting a team of youth workers who serve approximately 100 youth each year. The LEAH Project is a STEM, college access, and career readiness program for youth historically underrepresented in STEM fields. The LEAH Project provides Boston area high school youth with paid STEM interships, college and career readiness programming with the vision of increasing diversity in STEM. LEAH is currently HRiA’s only direct youth serving program.
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 Administrative Coordinator will support the above three programs by helping with youth recruitment and onboarding, database management, generating reports, managing expenses and payments, and communicating with program partners and vendors. In addition, they may be responsible for collecting paperwork, coordinating team meetings, event planning, and social media support.
This position will be supervised by a Senior Program Manager in the Training and Capacity Building Department.
This is a full-time, non-exempt position with a salary range of low 50k’s, based on skills and experience. This position is based at our office in Boston, MA and depending on low risk of COVID, it requires at least three days a week in-person working to support HRiA’s youth development programs, including some direct work with high school students. A flexible schedule is required. Typical hours are 10 am – 6pm EST, including some later evening and weekend events.
Duties and Responsibilities:
- Assist with daily administrative tasks including check requests, expense reporting, processing reimbursements, etc.
- Maintain detailed database of youth; process timesheets; process expense reimbursement requests; process applications from youth, and manage youth paperwork
- Correspond with youth and client about project deliverables, youth inquiries and applications, outstanding documentation needed, etc.
- Create professional and polished formatted documents, email newsletters and other correspondence.
- Coordinate logistics and expenses.
- 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 about event logistics or other program updates.
- Assemble and ship materials as needed for programming efforts.
- Support other team members with social media, event planning, and recruitment.
- Facilitate and note take for department meetings and other opportunities.
- Assist with preparing and presenting reports and results.
- Suggest ideas/improvements through participation in teams and committees.
- Support senior staff in fundraising and grant writing as needed.
- Gather and prepare proposal documentation (forms, resumes, etc.).
- At least two years’ experience in an office environment and/or community organization.
- Demonstrate an ability to prioritize and coordinate multiple projects simultaneously.
- Demonstrate excellent organizational, initiative-taking, and communication skills.
- Have strong communication and interpersonal skills.
- Willingness to make “cold calls” to organizations in order to grow the program.
- Strong time management skills.
- 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.
- Interest in facilitation and training a plus.
- A valid driver’s license.
- Familiarity with Massachusetts geography and possessing a wide network of contacts is a plus.
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.
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 cover letter and resume online.
Generally, our interviews take place between 9am-5pm EST. 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.
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