Administrative Operations Coordinator

Massachusetts League of Community Health Centers • Boston, MA

1d • Hybrid

About The Position

The Administrative/Operations Coordinator supports the operational, administrative, and logistical functions of CommonWealth Purchasing Group (CPG) to ensure smooth execution of daily activities and major initiatives. Reporting to the Senior Vice President & Executive Director, the Coordinator serves as a central hub for contract routing, conference and tradeshow logistics, financial processing, and internal office operations. This role manages contract workflows with Docusign, legal review coordination with Mass League counsel, and maintains organized documentation across Monday.com, HighQ, and Salesforce. The Coordinator also oversees CPG's extensive conference calendar, vendor and member operational support, onboarding processes, internal scheduling, and office administration. Through highly reliable coordination, communication, and follow-through, this position strengthens CPG's operational infrastructure and enables staff across sales, marketing, vendor relations, and member engagement to perform at their highest levels.

Requirements

• Associate's degree
• Minimum 2-3 years' experience required
• Business management, accounting, finance, operations.
• Professional communication skills (written and verbal); effective active listening
• Strong organizational skills and attention to detail; manages multiple priorities and deadlines
• Proactive problem-solver; identifies gaps, assesses risk, and delivers timely solutions
• Critical thinking and technical data analysis capabilities
• Proficient in MS Office, CRM platforms, and project management tools (Salesforce, Monday.com, HighQ); quick to learn new systems
• Up-to-date knowledge of business and information technology
• Builds relationships across diverse backgrounds
• Sound judgment and discretion; effective liaison between teams and external partners
• Reliable team player; flexible with positive attitude
• Logistics, scheduling, and project coordination in fast-paced environments
• Calendar management, document preparation, and event coordination, including conferences/tradeshows
• Maintains organized digital files and workflows
• Basic budgeting, invoicing, and financial processing

Nice To Haves

• Committed to League mission: population health, social justice, and DEIB

Responsibilities

• Prepare, route, and manage Docusign envelopes for contracts, renewals, and amendments.
• Track contract timelines and proactively flag upcoming expirations.
• Serve as liaison with Mass League legal counsel to facilitate redlines, legal review, and signature routing.
• Maintain organized contract files, naming conventions, and document repositories within Monday.com and HighQ.
• Maintain and update a master calendar of 40+ annual conferences, including staff assignments, key deadlines, and budget considerations.
• Coordinate registrations for exhibit booths, sponsorships, and attendee passes, including PCA-specific requirements.
• Oversee the logistics and shipping of conference materials such as banners, signage, collateral, and promotional items.
• Submit payments and process registrations, sponsorships, and PCA/Member fee invoices.
• Track and help confirm vendor payments related to contracts, in coordination with the finance team and CPG Reporting Analyst.
• Prepare and process Check Vouchers for payments, subscriptions, and reimbursements.
• Support new member onboarding by preparing and shipping welcome kits and marketing collateral.
• Onboard members and vendors into CPG's CRM (Salesforce) and maintain accurate data entry.
• Assist the Member Resource Consultant (MRC) team with travel coordination, scheduling, and preparation of materials for field visits and Advisory Board meetings.
• Manage office supply orders, equipment, and workstation setup for CPG staff.
• Coordinate with Mass League operations and facilities on issues including cleaning, HVAC, and general maintenance.
• Plan and support internal meetings and events, including room setup, catering, agendas, and materials.
• Provide calendar management, inbox support, and administrative assistance to leadership as needed.
• Assist with monthly Amex reporting and reconciliation tasks for leadership.

Benefits

• Hybrid work schedule: 2 days in-office and 3 days remote
• Medical, dental, and employer-funded HRA coverage
• Employer-paid life, short-term, and long-term disability insurance
• Optional supplemental life insurance
• Flexible Spending Accounts (FSA)
• 403(b) retirement savings plan with potential employer contribution
• Transit reimbursement program
• Generous paid time off, paid holidays, sick leave, and additional leave benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree