Program Coordinator

3 weeks ago

Acton, United States Massachusetts Water Works Association Full time

**Program Coordinator**
**Massachusetts Water Works Association, Inc.**

**SUMMARY/OBJECTIVE**:

- oriented, highly organized, dependable, and self-motivated. **The Program
Coordinator collaborates with other staff members to play a key role in the success of the association’s year-round administrative, training, communications, and marketing efforts. The Program Coordinator supports our training programs; manages our membership database; provides basic bookkeeping and general office support; and supports communications and membership outreach. This position provides many opportunities for networking, skill-building, and professional development.

**ESSENTIAL JOB FUNCTIONS**:
**Administrative Responsibilities**:

- Perform basic bookkeeping tasks, including such things as: process payments by check and credit card, process refunds, send and pay bills, prepare weekly bank deposits.
- Work within the association’s AMS to set up trainings and events, registration forms, and post job opportunities.
- Daily trips to the Post Office for sending and collecting mail and distributing it to staff.
- Keep administrative, financial, and training files organized and up to date.
- Maintain office supplies and equipment, working with appropriate vendors.
- Scan paper documents into the appropriate electronic files.
- Perform any other administrative tasks which may be assigned.
- Evaluate ways to streamline or improve administrative processes.
- Maintain Administrative Procedures Manual

**Program Support**:

- Assist the Training Coordinator with the administrative side of our active training program.
- Process training registrations, produce sign-in sheets, process payments for training, produce, mail, and track issuance of training certificates.
- Photocopy training materials, assemble binders/manuals, and arrange delivery to instructors and to students taking virtual training.
- Set up training evaluations in Survey Monkey.
- Attend membership meetings (January, March, August, October) to facilitate check in/out of attendees.
- Assist at some of our virtual training courses by taking attendance and monitoring participation, assembling proctor packets if needed, and verifying attendance requirements at the end of the training.
- Serve as staff liaison to the Young Professionals Committee, assisting with such things as meeting agendas, meeting minutes, scheduling, and advertising of networking events.
- Assist with other committees as needed.

**Communications Support**:

- Produce membership newsletter utilizing InDesign (distributed 5 times per year).
- Prepare training flyers for distribution in the newsletter and at training/events.
- Maintain association website.
- Look for opportunities to expand social media presence.

**REQUIREMENTS**:

- Valid driver’s license and reliable vehicle are required in order to be able to carry out essential job functions, including traveling to meetings/events at locations across Massachusetts.
- Minimum of a High School Diploma or GED.

**DESIRED SKILLS**:

- Enthusiastic, creative self-starter who can multi-task and thrive in a busy, fast paced environment.
- Adaptability, with the willingness to quickly switch tasks if needed, to support our members.
- Excellent interpersonal skills. Ability to communicate effectively both verbally and in writing; to establish positive public relations for the organization; and to interact effectively with a wide variety of people.
- Excellent customer service skills, with a genuine desire to help our members get the most value out of our association and our programs.
- Ability to exercise independent initiative and follow up on details without direction.
- Organization, accuracy, and attention to detail are important in this position.
- Ability to maintain positive working relationships with association staff, members, and business partners.
- Knowledge of Microsoft Office products, including required proficiency with Excel and Word Mail Merges
- Knowledge of QuickBooks preferred.
- Experience with Adobe (InDesign, Photoshop, Illustrator) preferred.
- Desire to learn about video editing and audio editing.

**WORKING CONDITIONS & BENEFITS**:

- This position is a Full Time, Exempt, 40 hours per week, salaried position.
- Comprehensive benefits package includes paid time off (vacation days, 2 personal days, 12 holidays, 5 sick days); opportunity to participate in a SIMPLE IRA retirement plan with 2% employer match (after 2 years of employment); and professional development opportunities.
- Salary commensurate with experience and qualifications, but generally anticipated to be in the mid-upper $50,000 range.
- The Program Coordinator reports directly to the Executive Director and will provide a variety of support to the Executive Director and Training Coordinator.
- This position requires regular/consistent on-site work at our Acton, MA office.
- Some additional flexibility offered regarding workday shift within regular M-F business hours.
-

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