Office and Administrative Manager

About Health Resources in Action:

Health Resources in Action, Inc. (HRiA), a nonprofit community health and medical research funding organization based in Boston, MA, has a mission to help people live healthier lives and build healthier communities through prevention, health promotion, policy, and research. HRiA works with a diverse group of clients across the country to address some of the most critical public health issues using innovative and evidence-based approaches to improve population health. Our clients include the U. S. Department of Health and Human Services, the Centers for Disease Control and Prevention, state and local health departments, hospitals, philanthropy, and business.

Since its founding in 1957, HRiA has been at the forefront of public health, leading the way to promote healthier and more vibrant communities. Our work recognizes how structural racism and social and economic factors impact health outcomes. Our health equity framework centers on racial equity and guides our work with communities, partners, and clients as well as our internal policies and processes. HRiA is also an affiliate member of the National Network of Public Health Institutes with over 40 affiliates located across the country.

Health Resources in Action offers exciting, engaging, and challenging employment opportunities for researchers, facilitators, analysts, trainers, policy specialists, and more. People come to HRiA because of our commitment to social justice and health equity, our wonderful clients and partners, and our dedicated and dynamic staff. People stay at HRIA because of our collaborative approach to problem solving, our friendly work environment, and our commitment to providing employees with challenging and exciting professional opportunities.

Equity & Inclusion are core values of our organization. Our hiring and business practices appreciate the strengths offered through varied backgrounds. As public health practitioners with a social justice focus, we are committed to better understanding and learning from the institutional structures that create disparities among us and our work. We are actively seeking to build a diverse and experienced staff. We provide an energizing and supportive environment in which to work and to build a career. For more information about the organization visit http://www.hria.org.

Brief Overview:

We are seeking an Office and Administrative Manager to join our team. This is an exciting, newly created, and highly visible position in a growing organization. It is the ideal position for a detail-oriented individual interested in developing and implementing new operation systems and processes in today’s changing work environment. 

Position Description:

The Office & Administrative Manager will oversee the day-to-day operation and logistics of the main office and support the administrative functions of the organization. They will provide administrative support to the organization’s Executive and Human Resources teams. Additional responsibilities will include office reception, developing and implementing office policies and procedures, and managing the logistics of the organization’s hybrid office work model. 

This is an exempt, full-time position fully based in our downtown Boston office. The salary range starts at $60,000 and is based on skills and experience. HRIA requires that staff be up to date on their COVID-19 vaccinations and must show proof of vaccination upon hire. 

HRiA offers strong benefits to its employees, including competitive salaries, health insurance, retirement plan, flexible summer hours, vacation starting at 4 weeks, 13 paid holidays, plus office closure time during the last week of December.

Duties and Responsibilities:

Office Management & Operations 

• Oversee and support all central administrative duties to ensure the office is operating smoothly.  
• Implement and manage office seating logistics and moves as part of the organization’s hybrid work model. 
• Manage office supply inventory and place orders as necessary. 
• Act as receptionist: greet visitors, ensure the reception space is professional and tidy; respond to phone calls to the main phone line. 
• Receive and sort incoming mail and deliveries. 
• Coordinate outgoing shipments and mail. 
• Identify opportunities for process and office management improvements, design, and implement new systems and, when applicable, policies. 
• Support new hire onboarding and offboarding including updating key cards, occasional IT infrastructure support, desk set up, operations orientation, etc. 
• Manage all office vendor relationships as the main point of contact. 
• Ensure the office space is kept clean, tidy, and meets HRiA’s standards for a professional work environment. 
• Manage, maintain, and troubleshoot staff questions for the organization’s accounts including: 
• Travel site, NEO-1 
• Gift card site, Tango 
• Catering site, Grubhub
• Postage sites, Stamps.com, Fed-Ex, UPS 
• 
  
• Act as main liaison with building property manager regarding tenant-landlord requests, questions, and issues.  
• Act as point person for certificate of insurance requests from staff, vendors, and clients. 

Administrative 

• Provide administrative support as necessary, including scheduling group meetings, maintaining calendars, formatting reports, board packets, and email communications.  
• Maintain organization staff calendar which includes all staff meetings, holidays, brown bag sessions, and trainings, etc.  
• Provide administrative and creative support to develop and refine correspondence, reports, and other executive/organizational documents. 
• Manage technology and in-person logistics for large staff gatherings and meetings including two annual organization parties, board meetings, and quarterly all staff meetings. 
• Schedule and coordinate Executive staff and group travel plans, and itineraries as needed. 
• Reconcile monthly credit card statements for Human Resources, Administration & Finance, and the President. 
• Maintain administrative files, board archives, and key records of the organization and ensure that required meeting minutes, files, decks, etc. are filed appropriately in the organization’s OneDrives. 
• Support administrative needs of the Human Resources team as needed. 
• Other duties and special projects as assigned.  

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. 

Candidate Qualifications:

This role requires a strong attention to details and logistics and the ability to operate and find solutions in sometimes unclear, and complex situations. The successful candidate will have the following qualifications:  

• 4 – 7 years relevant professional experience in an administrative/office management role 
• Demonstrated ability to prioritize and coordinate multiple projects simultaneously while maintaining vigilant attention to deadlines and details 
• Ability to work independently, juggle multiple tasks and responsibilities, and meet deadlines.  
• Ability to troubleshoot and exhibit resourceful and pragmatic problem solving. 
• Excellent communication and interpersonal skills. 
• Strong written skills with the demonstrated ability to produce professional correspondence, presentations, meeting minutes, etc. 
• Ability to handle sensitive information and documents with confidentiality and discretion 

Personal Characteristics 

• Dedication to social justice and a passion for achieving health and racial equity. 
• A commitment to valuing diversity of thought, backgrounds, and perspectives. 
• Creative thinking and willingness to consider and explore various options for achieving an objective or understanding and resolving a challenge. 
• Ability to work collaboratively with a wide range of people representing various backgrounds, levels of training, and career stages. 
• A healthy sense of humor and the ability to work with grace under pressure.  

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 his/her 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:

To apply, submit your cover letter and resume online.

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.