Systems and Administrative Specialist

Futures Without Violence • Boston, MA

13h • $77,500 - $77,500 • Hybrid

About The Position

The Systems and Administrative Specialist will advance the work of the Children and Youth team by strengthening and maintaining its knowledge base, supporting process change, facilitating collaborative partnerships, managing logistical strategy for events and other initiatives, and driving communication and connection with diverse groups of changemakers, professionals, and impacted people. The Systems and Administrative Specialist will make key contributions to one of the Children and Youth Program’s signature projects, Promising Futures: National Capacity Building Center. Promising Futures mobilizes innovations, leadership, and policy transformation to prevent violence, improve outcomes for children and their families, and support healing and resilience. We aim to mobilize large scale change by fostering multisector collaboration and providing training, technical assistance, and leadership and organizational development to systems, institutions, and communities. Our goal is to create the conditions and experiences that prevent violence and drive meaningful, large-scale change using the power of storytelling, distributive leadership, strategic communications, and social action. To be successful in this work, the Systems and Administrative Specialist must be committed to social justice, active and continuous learning, and intentional, values-oriented teamwork. They must embrace ongoing experiences of collective learning and unlearning, take a collaborative approach to problem-solving, promote solutions, and practice inclusion of multiple perspectives. We are committed to enabling the Systems and Administrative Specialist’s growth and leadership and will support and encourage the pursuit of their professional interests.

Requirements

• Knowledge of Google Workspace (particularly Drive, Sheets, and Forms), Notion, and Microsoft 365 (particularly Excel and SharePoint)
• Ability and flexibility to learn new platforms and systems, collect and organize knowledge, and provide guidance to others
• Excellent interpersonal, small group, and public communication skills; Ability to build positive, lasting relationships with colleagues and professionals at varying proximities to one’s own project(s) and communicate effectively between groups; Ability to work collaboratively in a team environment, understand the varying roles of members of a team while in flux, continually identify areas for improvement and knowledge gaps that affect team processes, and problem-solve
• Bachelor’s degree or equivalent education/training + 3 years related work experience (7 years combined)
• Examples of related work experience: Hosting online meetings and webinars; planning and executing in-person meetings and events and supporting participant communications
• Managing websites via content management systems such as WordPress and Google Sites
• Program development and technical assistance provision
• Creating, reviewing, and disseminating content (written and/or graphic design), and collaborating to develop communication strategies
• Survey development and administration for the purposes of event registration, gathering feedback, etc.
• Writing contracts, tracking invoices and reimbursements, and facilitating financial approvals
• Willingness and flexibility to travel occasionally, with some travel and work extending into weekends.

Responsibilities

• Support the alignment of program, communications, and evidence-building efforts
• When planning events, ensure cohesion between programmatic planners, content creators or presenters, and production/logistics team.
• Create systems and materials to support data collection (e.g., feedback surveys, webinar attendance reports, analytics tracking systems) and support the Communications and Administrative Specialist with reporting on outputs.
• With the Communications and Administrative Specialist, design, assess, and re-design administrative systems and processes as needed
• Collaborate to identify and address process barriers
• Manage shared calendars and coordinate with teams across FUTURES
• Children’s Program communications and events calendar
• Support partnerships and fundraising efforts to reflect the team’s programming, communications, and impact and learning priorities
• Coordinate with technical assistance providers
• Support project proposal development and planning processes
• Identify potential collaborators and draft requests for proposals (RFPs) as needed.
• Serve as the team’s lead technical planner and participant experience manager
• Manage booking, stocking, printing, and shipping needs for the Boston office at CIC Milk Street
• Reserve and prepare meeting spaces and physical materials
• Coordinate with CIC staff to streamline staff and guest experiences in-office
• Lead logistical strategy to make cohort calls, webinars, and other virtual events impact-driven, values-oriented, and accessible
• Develop and ensure steadfastness of technical plans or runs of show
• Coordinate and facilitate tech rehearsals as needed
• Evaluate registration data and adjust logistics planning in response
• Develop contingency plans and problem-solve in real time
• Partner with the Program Specialist to lead logistical strategy for in-person meetings and events
• Coordinate with team members, partners, in-person events staff, and vendors to prepare events spaces, distribute materials, and facilitate activities
• Communicate and coordinate with event participants to facilitate transitions, share updated information, and problem-solve in real time
• Provide technical assistance and training to team members in preparation for gatherings
• Conduct research on latest technologies to continuously improve event experiences for attendees
• Design and distribute event communications and marketing materials
• Support team learning and evidence-building over time
• Facilitate documentation of program initiatives and contribute to narrative-building and impact-mapping
• For meetings and events, preserve and present learnings and emergent themes, document and organize next steps, and uplift questions for discussion
• For grantee cohort calls, ensure continuity in content coverage and knowledge-building
• Retrieve, analyze, and present website, marketing, and social media analytics
• Collaborate with Communications and Administrative Specialist and Associate Director of Impact and Learning to map the impact of team initiatives
• Develop and manage tools, resources, and processes to support information gathering (e.g., feedback on materials or events, event registration, interest in particular activities or materials, etc.)
• Expand program knowledge and capacity
• Conduct and present research
• Support team members to grow technical knowhow and implement or reinforce processes and practices
• Build and manage administrative systems and processes
• Facilitate procurement of contracted services, draft contracts, streamline processing and signing of agreements, track expense reconciliation over time, and update contract documentation as needed
• Manage file storage, access, and retrieval
• Support communication, knowledge-building, and knowledge sharing with diverse groups: members of the public, researchers, advocates, grantees, and partners
• Monitor, organize, and utilize team engagement touchpoints (including the Children’s Team email, YouTube, Google Drive, Promising Futures website, Learning Management System, and others) to distribute materials to various audiences and respond to requests for information and TA
• Support cohort call strategy and implementation for the Promising Futures SSAPC and CEV CHANGE projects
• Create and update content for team initiatives pages on the FUTURES website
• Manage virtual platforms and accounts for the team
• Other duties as assigned

Benefits

• FUTURES offers excellent medical, dental, and vision coverage, plus tax-advantaged Flexible Spending Arrangements for Health Care and Dependent Care.
• FUTURES employees can take advantage of generous sick and vacation benefits, including 13 paid holidays, 3 weeks of vacation and higher accruals after 3 years, 12 days of sick and safe leave per year, and an employer-contributed 401 (k) retirement plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level