Details: $14 - $18/hr
1210 Massachusetts Ave.
Title: Administrative Assistant (Part-time, 20-25hrs/week; non-exempt)
Reports to: Operations Manager
About The Children’s Room:
The Children’s Room (TCR) is the leading independent, non-profit bereavement organization in Massachusetts dedicated to creating safe, supportive communities so that no child, teen, or family has to grieve alone. We envision a world where understanding and patience allow loss to be integrated into our lives and lead to greater compassion, hope, and growth.
The Administrative Assistant provides clerical and data-entry support to ensure efficient operation of our Center, a four-floor Victorian house. This role works closely with the Operations Manager to support TCR staff with a variety of tasks related to organization and communication. Responsible for confidential and time-sensitive material, tasks include: program administrative support, information technology, facility functions, and communications.
General Administrative Functions
Answer telephones; respond to general questions and transfer calls to appropriate staff
Greet and direct visitors as needed
Open, sort, and distribute incoming mail/packages, faxes, and general TCR e-mail
Review incoming invoices and billing statements & file appropriately
Review mail for monetary donations and complete daily deposit slip
Perform general clerical duties to include, but not limited to, copying, faxing, mailing, and filing both paper records and online Dropbox accounts.
Support staff in assigned project-based work
Track and submit monthly expense forms for staff
Assist Operations Manager with supporting program volunteers and volunteer groups
Assist with managing of organization’s calendar system, including reviewing staff calendars for possible conflicts and to be prepared for visitors or special events
Attend and take minutes at staff meetings and committee meetings as required
Program Admin Functions
Receive inquiries for services/referrals (I&RS) via phone or email and file for staff follow-up
Perform data entry of I&Rs, service attendance, and educational services utilizing eTapestry database.
Support Operations Manager with registration processes for multiple program services
Assist with clean-up and organizing of database & files as needed
Perform Data entry utilizing eTapestry database
Support with set up of computer equipment (hardware & software)
Assist staff with tech needs for on-site and off-site events and trainings, general trouble-shooting, and maintenance/updates on all computer systems
Trouble-shoot printing/scanning issues and track printing usage
Support Operations Manager with general house operations – heat, A/C, plumbing, animal control, kitchen, garden, garbage and recycling collection, etc.
Maintain inventory of office equipment, office supplies, and program supplies. Research, price and purchase office furniture, equipment and supplies as needed.
Arrange for repair and maintenance of office equipment as needed
Assist in preparation for TCR services, as well as clean up for events
Assist Operations Manager with liaison with outside contractors on construction projects as required
Assist in posting and oversight of social media accounts
Upload appropriate content onto YouTube channel
Update website with event dates
Send out general correspondence through Constant Contact and monitor opt-outs
Other duties as assigned by the Operations Manager
At least two (2) years of experience in general office responsibilities and procedures
Knowledge of principles and practices of basic office management and organization
Excellent skills in Microsoft Office suite
Knowledge of computer hardware and general information technology systems, including use of both PCs & Macs.
Experience with Dropbox, Gmail/G-Calendar, and Social Media preferred.
Knowledge of CRM databases, specifically e-Tapestry encouraged
Willingness to be trained on other necessary systems, such as: Adobe & Constant Contact.
Ability to work well either alone or as part of a team
Strong writing, analytical and problem-solving skills
Strong interpersonal skills and ability to interact effectively with a wide range of people
Ability to be flexible and change direction quickly
Excellent interpersonal skills and oral and written English communication
Excellent organizational and time management skills
Demonstrated ability to manage confidential information with integrity and to maintain privacy requirements
Ability to work on a flexible schedule as needed (occasional events and training on nights/ weekends)
Ability to climb stairs and lift items occasionally (for restocking supplies and helping manage our four-floor facility). Otherwise qualified applicants with concerns about physical ability requirements are encouraged to apply; reasonable accommodations can be considered.
Sense of humor
Commitment to the goals and values of The Children’s Room
How to apply:
Send resume and cover letter to firstname.lastname@example.org
or, mail to: The Children's Room, 1210 Massachusetts Avenue, Arlington, MA 02476
The Children’s Room does not discriminate on the basis of race, color, national origin, sexual orientation, or disability in admission or access to, or employment in it’s programs or activities.
Level of Language Proficiency
Minimum Education Required
How To Apply
E-mail resume and cover letter to: email@example.com
Applications will be accepted/reviewed on a rolling basis until position is filled.
Learn More about The Children's Room (TCR) at childrensroom.org