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Administrative Support Specialist

2 months 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 comprehensive service, research, policy, program development, and capacity-building organization. IHR tailors its offerings based on a deep understanding of trauma's effects. Our CARF-accredited treatment programs deliver holistic solutions for hard-to-reach and high-risk individuals and families. Since our inception in 1989, IHR has been dedicated to establishing and nurturing a complete continuum of care for families, individuals, youth, and pregnant and parenting individuals impacted by substance use, violence, trauma, mental health issues, and other health challenges, while promoting health equity and social justice principles. Our mission focuses on addressing and eliminating disparities in healthcare, economic, and justice systems, particularly those affecting women and people of color. We are committed to fostering services and communities that alleviate the impacts of substance use, mental health challenges, and trauma.

Position Summary

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

Key Responsibilities:
  • Support programs delivering behavioral health services statewide. Duties may include:
    • Data entry and quality assurance for supported programs
    • Compilation, editing, and submission of reports for supported programs
  • Facilitate cross-agency operational support. Duties may include:
    • Managing phone and 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 coordination for out-of-state staff travel for training and events
    • Formatting presentation materials according to established guidelines
    • Managing online publication orders and office supply procurement
    • Preparing materials for training sessions
    • Setting up rooms for meetings and special events
  • Provide administrative assistance to programs and administrative directors. Duties 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
  • Additional support as directed by Executive and Assistant Directors, and the Director of Operations.
  • Communicate with IHR's main office utilizing cloud-based shared calendars, timesheets, and supervisor check-ins.
  • Participate in team and agency staff meetings.
Required Competencies:
  • Effective communication skills
  • Strong organizational abilities
  • Team collaboration
  • Self-motivated with the ability to work independently
  • Problem-solving capabilities
  • Adaptability and flexibility
  • Commitment to continuous learning and development
  • Dedication to diversity, equity, and inclusion
  • Consistent attendance and punctuality
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; ability to manage multiple tasks
  • Ability to prioritize requests and resolve issues
  • Polished communication skills (written, verbal, phone manner)
  • Ability to work independently and collaboratively under tight deadlines in a fast-paced environment
Other Requirements:
  • Reliable transportation
Physical Demands:

The physical requirements outlined 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 role, the employee is regularly required to communicate effectively. The employee frequently needs to sit, stand, walk, use hands for handling tasks, and reach with hands and arms. This position may require the ability to occasionally lift supplies weighing up to 10 pounds. Reasonable accommodations will be made for qualified individuals with disabilities. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities at any time. This job description is subject to change.

Equal Opportunity Employer:

IHR is proud to be an equal opportunity employer, committed to 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.