Operations Coordinator - Operations

City of Boston Residency Required

Mission Statement

The mission of the Boston Public Health Commission (BPHC) is to work in partnership with communities to protect and promote the health and well-being of all Boston residents, especially those impacted by racism and systemic inequities. The BPHC sets an expectation that all staff and leadership commit, individually and as part of the BPHC team, to hold ourselves accountable to establishing a culture of anti-racism and advance racial equity and justice through each of our bureaus, programs, and offices.

Job Description

• Under the direction of the Director of Operations, performs administrative activities for the Operations Unit, and supports the day-to-day operational services to ensure a continuum of services.
• In conjunction with the Bureau Administrator and Fiscal Managers for the Administration and Finance offices, manage ordering of various supplies for the office and Commission. Work closely with that group to ensure that all contracts that Operations oversee are executed in a timely manner.
• Assist Director with managing renovation/furniture reconfiguration projects and moves, including tracking project costs/expenditures and interacting with Budget Office on identifying activity numbers for new projects.
• Assists with BPHC-wide event planning, setting up, and operating AV equipment and logistical arrangements. Assists with all Operations projects and furniture purchases, such as assessing office dimensions or furniture installation projects to ensure proper size furniture is ordered and notifying IT if computers/phones are impacted.
• Interfaces with Procurement Dept once purchase order is executed by tracking delivery date of furniture with the vendor, updating programs on delivery, ensuring removal of old furniture in preparation for new, escorting vendor to location upon product arrival and oversees installation, and making sure employee/program is satisfied before vendor leaves.
• Maintains daily copier needs, including the ordering of copier paper as well as office supplies for 1010 Mass Ave and maintaining water filtration unit database for all Commission locations.
• As with all other Operations staff, assist with the monitoring of all Commission spaces, including kitchens, bathrooms, conference rooms and common areas for general cleanliness and for reporting any issues to BPHC management for City of Boston's Property team for resolution.
• Provides day-to-day administrative support, including (but not limited to): covering reception desks as necessary; creating badges for new employees when necessary; picking up and dropping off vehicles for repair if necessary.
• Sorts mail and faxes as necessary; troubleshoots and resolves routine operational issues around central service equipment and supplies provides guidance to staff on established operational procedures and vendors for purchase of goods and services; manages recycling of confidential documents for shredding; helps to coordinate the organization of storage areas and overseers Operations Dept portion of BPHC Intranet page, including updating all forms.
• Performs other duties as required.

Minimum Qualifications

• Bachelor's Degree with a minimum of 2 years' experience in Business Administration and/or Finance or High School Diploma/GED certificate and 4 years minimum experience in Business Administration and/or Finance or relevant life experience may be substituted.
• Knowledge of general clerical methods, a high degree of accuracy and attention to detail is required.
• Prior experience in accounting, business or related field; prior experience/knowledge of A/P practices preferred; proficient in computer skills, including MS Word and Excel.
• Must be flexible and willing to help with any task, in an environment that has changing priorities.
• Strong organizational, written and oral communication and interpersonal skills required.

Valid MA License and good driving record REQUIRED.

Additional Information

• City of Boston residency is required; Allston, Back Bay, Bay Village, Beacon Hill, Brighton, Charlestown, Chinatown, Dorchester, Downtown, East Boston, Fenway-Kenmore, Hyde Park, Jamaica Plain, Mattapan, Mid-Dorchester, Mission Hill, North End, Roslindale, Roxbury, South Boston, South End, West End, West Roxbury, Wharf district.
• A Criminal Offenders Records Information request must be completed for this position. However, a record is not an automatic bar to employment but is reviewed in relation to the job applied for.
• Certain immunizations will be recommended and/or required prior to commencement of employment duties.
• Any position that requires an advanced degree will be subject to education verification.
• Certain positions at the BPHC may be Grant Funded.
• The Boston Public Health Commission is an EEO Employer and all applicants meeting the minimum requirements are eligible to apply.
• Certain positions at the BPHC may require Child Protective Service Background verification.
• The advertised shift and schedule are subject to change at the department's discretion.

Shift

M-F, 35 HRS

Grant Funding Information

This position is not dependent on grants / external funding sources.

Pay Range

$50,000 - $60,000