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Senior Administrative Assistant

4 months ago

Boston, United States Boston Public Health Commission Full time
Job Description

PROGRAM/DEPARTMENT DESCRIPTION:

The Boston Public Health Commission works to protect, promote and preserve the health and wellbeing of all Boston residents, particularly the most vulnerable. Since 1984, Commission's Homeless Services Bureau, has been a leader in serving the city's most vulnerable homeless individuals through emergency shelter, workforce supports, and housing services. Utilizing a Housing First framework and working to ensure that homelessness in the city of Boston is rare, brief, and one-time, the Commission works to quickly house individuals experiencing homelessness and then provides in-home, community-based stabilization to ensure that individuals do not return to homelessness. The Senior Administrative Assistant provides logistical, administrative, and detailed support to the Bureau's leadership team, helping them to successfully accomplish Bureau priorities.

DUTIES:

  • Working to help BPHC become an antiracist organization by meeting or exceeding the standards set by the BPHC Anti-Racism Policy.
  • Coordinates administrative and project management functions for the Homeless Services Bureau. Supports Bureau Director and other Directors as assigned, in various administrative tasks including scheduling, filing, taking and distributing minutes, etc.
  • Coordinates daily calendar and arranges meetings including Bureau leadership meetings, provides appropriate support materials and presentations; sends confirmation of meetings as appropriate.
  • Responsible for coordinating response to all external communications received by mail, website or from City Hall
  • Works with staff to compile and track required documents for reporting to funding sources within required deadlines.
  • Tracks employees' compliance with driving records and required trainings such as Crisis Prevention, Narcan, ServeSafe, Confidentiality, Ethics, etc.
  • Participates in development, coordination, and facilitation of staff training.
  • Provides administrative support to new bureau initiatives, which includes tracking information in excel, preparing meeting agendas and notes, and compiling written material.
  • Process phone, business card and staff petty cash requests.
  • Supports Bureau's data reporting functions. Assists in collection of statistical data.
  • Organizes monthly bureau newsletter
  • Works in collaboration with other staff to develop policies and procedures as assigned.
  • Coordinates with staff and community partners in logistics planning for meetings, trainings, and events, including identifying meeting spaces, ordering food, meeting set-up, and related duties.
  • Tracks Bureau activities using Excel and other databases to meet performance management reporting requirements. Inputs data and produces reports.
  • Maintains inventory of program materials and office supplies. Order equipment, furniture, supplies and materials.
  • Ensure vehicle inspections and maintenance are up to date. Coordinates with programs and Operations to ensure repairs are done in a timely manner. Log all vehicle repairs and maintains vendor Purchase Orders.
  • Responds to inquiries and maintains liaison with various external agencies to provide information.
  • Meets with the Bureau Director and other Director in a confidential capacity to discuss and provide recommendations for administrative requirements. Prepares confidential documents as assigned.
  • Performs related duties as required


Minimum Qualifications

MINIMUM QUALIFICATIONS:
  • Promote health equity, inclusion, and diversity within the BPHC, department and community.
  • Knowledge of or willingness to learn about the role of public health in addressing racism, the social determinants of health, and inequities in health outcomes as well as strategies to advance racial justice and health equity.
  • Bachelor's degree in relevant area and 1-year experience in operations support, business administration, communications or related area; OR Associate's Degree in relevant area and 2 years' experience; OR 5 years of equivalent experience may be substituted for a degree.
  • Basic knowledge of office procedures and fiscal systems for budget, ordering and accounts payable.
  • Exceptional organizational skills and attention to detail. Ability to develop timelines and meet deadlines.
  • Ability to prepare reports and to maintain accurate records. Ability to work with numbers.
  • Excellent interpersonal skills. Ability to communicate effectively and maintain harmonious working relationships with others.
  • Advanced knowledge experience with MSOffice, MSWord, Excel, and PowerPoint. Prefer knowledge and experience with Publisher.
  • Ability to understand, explain, apply the laws, rules, regulations, policies, procedures of unit activities.
  • Ability to design flyers and informational materials
  • Demonstrated cultural competence with the diverse ethnic, cultural and socio-economic groups.
  • Bilingual and/or bicultural applicants encouraged to apply.
Preferred or Plus:
  • 2 years of demonstrated formal or informal social justice advocacy experience and/or community organizing/mobilization experience.
  • Valid drivers license


Additional Information

City of Boston Residency Required, 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., This position requires direct client/patient contact and as a result of such direct contact, 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, The Boston Public Health Commission is an EEO Employer and all applicants meeting the minimum requirements are eligible to apply, The advertised shift and schedule are subject to change at the departments discretion.

Shift

9AM - 5PM; Monday - Friday