Job Type

Part Time

Salary

Details: $14 - $18/hr

Published

09/11/2018

Address

1210 Massachusetts Ave.
Arlington
MA
02476
United States

Description

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.


Position Summary:

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.


Responsibilities:


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


Information Technology

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


Facilities

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


Communications

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


Qualifications:

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 employment@childrensroom.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

English

Professional Level

Entry level

Minimum Education Required

High School

How To Apply

employment@childrensroom.org

E-mail resume and cover letter to: employment@childrensroom.org

Applications will be accepted/reviewed on a rolling basis until position is filled.

Learn More about The Children's Room (TCR) at: childrensroom.org


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