Operations Program Administrative Assistant

JPNDC Jamaica Plain Neighborhood Development Corporation • Boston, MA

2d • Onsite

About The Position

The Operations Program Administrative Assistant plays a key role in ensuring the effective daily functioning of our Family Childcare program. This position performs all general receptionist duties, which include general office operations, parent and educator intake, payment coordination, event logistics, and internal systems tracking, and serves as a liaison between the Operations and Family Child Care departments. The Operations Program Administrative Assistant ensures operational needs are met efficiently and that department activities run smoothly and on schedule.

Requirements

• Associate's degree required, Bachelor's preferred.
• 3-5 years of experience in operations, facilities, or office coordination.
• Strong organizational, communication, and multitasking skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams).
• Bilingual English/Spanish preferred.
• Strong interpersonal and problem-solving abilities are important.
• Punctual and possesses excellent time management.
• Ability to lift or move office supplies and event materials occasionally.

Nice To Haves

• Familiarity with Smartsheet, Salesforce, or other database platforms preferred.

Responsibilities

• Welcoming visitors to the office, directing them to the appropriate staff person, and meetings.
• Schedule and coordinate department meetings, assist with all staff retreats as directed by the Office/IT Manager.
• Assist Senior Coordinator with departmental communications via email, flyers, and office signs/posters.
• Assisting the Senior Coordinator with vendor communications as needed
• Ensure the program's preparation for meetings by collaborating with internal and external stakeholders to obtain agendas and compile meeting materials.
• Answer virtual telephone line, screen calls for program members, answer questions, and direct them to appropriate staff.
• Manage program conference room and events calendars for all departments. (e.g., scheduling, booking conference/meeting rooms, participant communications, Teams/WebEx/Zoom services, catering, ensuring meeting materials and agenda are provided in advance)
• Arrange, pick up, and distribute all received mail & packages.
• Sort and distribute incoming mail and deliver outgoing mail.
• Manage general administrative duties such as filing, typing, copying, binding material, either manual or electronic, scanning, etc.
• Manage program supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintain inventory stock in conference rooms, copier placement areas throughout the office, and the kitchen.
• Maintain common areas, including the kitchen, administrative storage, conference rooms, and spaces with office equipment.
• Assist in keeping the general office space clean and clutter-free.
• Provide additional support as directed by the program manager
• Enter check/money order data into the daily check log and ensure payments are sent to Finance appropriately.
• Receive and distribute payments for childcare fees to the Finance Department by mail and walk-in.
• Handle any other requests as needed, such as yearly audit items.
• Provide administrative back-up support to the operation's administrative assistant needs.

Benefits

• Up to 90% of individual insurance premiums paid for health insurance, vision, and Altus dental insurance
• 2 weeks of vacation plus one week at the end of the year
• 14 holidays recognized per year
• employer-paid life & disability insurance
• a vested 403b retirement
• CEU Credit or comparable training offers to support professional development in areas of: DEI, economic and workforce development, early childhood education, and affordable housing and real estate finance.

What This Job Offers

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