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Receptionist/Program Assistant

3 months ago

Watertown, United States INSTITUTE FOR HEALTH Full time
Job DescriptionJob DescriptionJob Title: Receptionist & Program Assistant

Program/Department: Operations

Position Type: Full-Time 40 hours/ week – Hybrid Position (remote and on-site)

Location: Watertown

Reports to: Director of Operations

The Institute for Health and Recovery (IHR) is a statewide service, research, policy, program development and capacity building agency. IHR designs its services based on an understanding of the impact of trauma. IHR’s CARF accredited treatment programs provide holistic interventions for hard to reach and high-risk individuals and families. IHR’s mission, since our founding in 1989, has been to develop and support a comprehensive continuum of care for families, individuals, youth, and pregnant and parenting people affected by alcohol, tobacco, and other drug use, violence/trauma, mental health challenges and other health issues, while advancing principles of health equity and social justice. Our work is focused on addressing and eradicating inequities in our health care, economic, and justice systems, especially as they disproportionately affect women and people of color. We are committed to providing services and creating communities that mitigate the effects of substance use, mental illness, and trauma.

Summary Statement: The Receptionist & Program Assistant will handle a variety of administrative tasks, including answering the phones, receiving clients, visitors, and vendors, preparing meeting and training rooms, sorting and distributing mail and making travel arrangements as well as provide support to assigned programs.

Essential Functions:
  • Provide support to programs that offer behavioral health services to families across the state. Examples of duties may include:
    • Conduct data entry and quality control for supported programs
    • Compile, edit, and/or submit reports for supported programs
  • Provide cross-agency operational support. Examples of duties may include:
    • Provide phone/front desk coverage for the agency’s incoming calls, receiving and directing in-person clients and visitors
    • Maintain common areas and troubleshoot fax and photocopy machines
    • Schedule annual safety inspections; assist with special projects related to funding/licensing/accreditation compliance
    • Logistics coordination for out-of-state staff travel for trainings and other events
    • Formatting PowerPoint’s and presentation materials according to established guidelines
    • Manage online publication product orders and order office supplies
    • Print and collate materials for trainings
    • Room set-up for meetings and special events
  • Provide administrative support to programs and admin directors. Examples of duties may include:
    • Screen and prioritize phone calls for Executive/Assistant Directors as needed
    • Scheduling meetings, filling, general typing, and CV maintenance
    • Proofreading, formatting, and editing documents; research and information-gathering
  • Other support as assigned by Executive and Assistant Directors, and Director of Operation.
  • Communicate with IHR’s main office in Watertown with cloud-based shared calendars, timesheets and check in with supervisors.
  • Attend team and agency staff meetings.

Competencies:

  • Clear communication
  • Highly organized
  • Strong teamwork
  • Self-motivation, ability to work independently
  • Problem-solving skills
  • Adaptability and flexibility
  • Development and continual learning
  • Commitment to diversity, equity, and inclusion
  • Regular attendance and punctuality are required
Qualifications/Requirements:
  • Bachelor’s degree or equivalent experience preferred
  • At least 2 years of professional office experience (non-profit experience preferred)
  • Thorough knowledge of MS Office, especially in formatting and troubleshooting
  • Experience working with databases to enter and manipulate data
  • Superior attention to detail and organizational skills
  • Strong sense of responsibility and ownership of projects
  • High-energy; productive, proactive, and reliable; ability to multi-task
  • Ability to prioritize requests and resolve problems
  • Must possess polished, mature communication skills (written, verbal, phone manner, etc.)
  • Ability to work independently as well as part of a team, often under tight deadlines and in a fast-paced environment

Other Requirements: (If Applicable)

  • Reliable Transportation

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit, stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift products and supplies weighing up to 10 pounds. Reasonable accommodation will be made for otherwise qualified individuals with a disability. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description is subject to change at any time.

Equal Opportunity Employer:

IHR is proud to be an equal opportunity employer, seeking to create an inclusive and diverse environment. All employees and qualified applicants will receive consideration for employment without regard to race, color, religion, sex including pregnancy, gender identity, and sexual orientation, parental status, national origin, age, disability, genetic information including family medical history, political affiliation, military service, or other non-merit-based factors.