Administrative Support Specialist

1 week ago

Watertown, Massachusetts, United States INSTITUTE FOR HEALTH Full time
Job Overview

Position Title: Receptionist & Program Assistant

Department: Operations

Employment Type: Full-Time, 40 hours per week – Hybrid (remote and on-site)

Location: Watertown

Supervisor: Director of Operations

The Institute for Health and Recovery (IHR) is a statewide organization dedicated to service, research, policy, program development, and capacity building. Our approach is rooted in a deep understanding of trauma's effects. IHR's CARF-accredited treatment programs deliver comprehensive interventions for underserved and high-risk individuals and families. Since our inception in 1989, our mission has been to create and support a complete continuum of care for families, individuals, youth, and pregnant or parenting individuals impacted by substance use, violence, mental health challenges, and other health issues, while promoting health equity and social justice. We focus on addressing and eliminating disparities in healthcare, economic, and justice systems, particularly those affecting women and people of color. Our commitment lies in providing services and fostering communities that alleviate the impacts of substance use, mental illness, and trauma.

Position Summary

The Receptionist & Program Assistant will perform a range of administrative functions, including managing phone communications, welcoming clients, visitors, and vendors, preparing meeting spaces, sorting and distributing correspondence, and coordinating travel arrangements while also supporting designated programs.

Key Responsibilities:
  • Assist programs delivering behavioral health services statewide. Responsibilities may include:
    • Data entry and quality assurance for supported initiatives
    • Compiling, editing, and submitting reports for supported initiatives
  • Provide operational support across the agency. Responsibilities may include:
    • Managing phone and front desk coverage for incoming communications, and directing in-person clients and visitors
    • Maintaining common areas and troubleshooting office equipment
    • Coordinating annual safety inspections and assisting with special projects related to compliance
    • Arranging logistics for out-of-state staff travel for training and events
    • Formatting presentations and materials according to established guidelines
    • Managing online orders for publications and office supplies
    • Preparing materials for training sessions
    • Setting up rooms for meetings and special events
  • Provide administrative assistance to programs and administrative directors. Responsibilities may include:
    • Screening and prioritizing phone calls for Executive and Assistant Directors
    • Scheduling meetings, filing, general typing, and maintaining CVs
    • Proofreading, formatting, and editing documents; conducting research and gathering information
  • Perform additional support tasks as assigned by Executive and Assistant Directors, and the Director of Operations.
  • Communicate with IHR's main office utilizing cloud-based shared calendars and timesheets while checking in with supervisors.
  • Participate in team and agency staff meetings.
Required Competencies:
  • Effective communication skills
  • Exceptional organizational abilities
  • Strong collaborative spirit
  • Self-motivated with the ability to work independently
  • Problem-solving aptitude
  • Adaptability and flexibility
  • Commitment to ongoing development and learning
  • Dedication to diversity, equity, and inclusion
  • Consistent attendance and punctuality are essential
Qualifications:
  • Bachelor's degree or equivalent experience preferred
  • A minimum of 2 years of professional office experience (non-profit experience preferred)
  • Proficient in MS Office, particularly in formatting and troubleshooting
  • Experience with databases for data entry and manipulation
  • Exceptional attention to detail and organizational skills
  • Strong sense of responsibility and ownership of tasks
  • High-energy, proactive, and reliable; capable of multitasking
  • Able to prioritize requests and resolve issues effectively
  • Polished communication skills (written, verbal, phone etiquette)
  • Ability to work independently and collaboratively under tight deadlines in a fast-paced environment
Additional Requirements:
  • Reliable transportation
Physical Demands:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this job, the employee is regularly required to communicate effectively. The employee frequently is required to sit, stand, walk, use hands to handle or feel, and reach with hands and arms. This position may require the ability to occasionally lift items weighing up to 10 pounds. Reasonable accommodations will be made for qualified individuals with disabilities. This job description is subject to change at any time.

Equal Opportunity Employer:

IHR is proud to be an equal opportunity employer, striving to create an inclusive and diverse workplace. 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.

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