Administrative Support Specialist

2 weeks 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

Reports To: Director of Operations

The Institute for Health and Recovery (IHR) is a comprehensive service, research, policy, program development, and capacity-building organization. IHR tailors its offerings based on an understanding of trauma's effects. Our CARF-accredited treatment programs deliver holistic interventions for individuals and families facing significant challenges. Since our inception in 1989, IHR has been dedicated to establishing and supporting a complete continuum of care for families, individuals, youth, and pregnant and parenting individuals impacted by substance use, violence, mental health issues, and other health-related concerns, while promoting health equity and social justice. Our mission focuses on addressing and eliminating disparities in healthcare, economic, and justice systems, particularly those affecting women and people of color. We strive to create supportive environments that alleviate the impacts of substance use, mental health disorders, and trauma.

Position Summary

The Receptionist & Program Assistant will perform a range of administrative duties, including managing phone communications, welcoming clients and visitors, preparing meeting spaces, sorting and distributing correspondence, and coordinating travel arrangements, in addition to providing support to designated programs.

Key Responsibilities:
  • Assist programs that deliver behavioral health services statewide. Responsibilities may include:
    • Data entry and quality assurance for supported initiatives
    • Compilation, editing, and submission of reports for supported initiatives
  • Provide operational support across the agency. Responsibilities may include:
    • Managing front desk coverage for incoming calls 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
    • Logistical arrangements for out-of-state staff travel for training and events
    • Formatting presentation materials according to established standards
    • 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
  • Other support tasks as assigned by Executive and Assistant Directors, and the Director of Operations.
  • Communicate with IHR's main office using cloud-based shared calendars and timesheets, and check in with supervisors.
  • Participate in team and agency staff meetings.
Qualifications:
  • Bachelor's degree or equivalent experience preferred
  • 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 abilities
  • Strong sense of responsibility and ownership of tasks
  • High-energy, proactive, and reliable; capable of multitasking
  • Able to prioritize requests and resolve issues effectively
  • Excellent communication skills (written, verbal, phone etiquette)
  • Able to work independently and collaboratively in a fast-paced environment
Additional Requirements:
  • Reliable transportation
Physical Demands:

The physical requirements outlined here represent those that must be met by an employee to successfully perform the essential functions of this role. While executing the duties of this position, the employee is regularly required to communicate effectively. The employee frequently must sit, stand, walk, use hands for handling or feeling, and reach with hands and arms. This role may require occasional lifting of items weighing up to 10 pounds. Reasonable accommodations will be made for qualified individuals with disabilities. This job description does not restrict management's right to assign or reassign duties and responsibilities at any time and is subject to change.

Equal Opportunity Employer:

IHR is committed to being an equal opportunity employer, fostering 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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