Part-Time Office & Administration Coordinator

MASS – Massachusetts Advocates Standing Strong; Boston (MA); Hybrid; USD 32,000 - 34,000; Part time

Benefits offered by this job

Monthly stipend

Job summary

Massachusetts Advocates Standing Strong is seeking an Office Administrative Assistant to provide essential administrative, HR, and financial support from the Boston office. This part-time role requires in-person work 9:00 am–5:00 pm, Tuesday through Friday, at 200 Portland Street, with duties across office operations, payroll, invoicing, and calendar management.

The successful candidate will handle emails, donor communications, newsletters, and event planning while maintaining confidentiality

Qualifications

• Strong verbal and written communication skills.
• Experience with Zoom video conferencing.
• Experience with Google Suite and shared drives.
• Proficiency in Microsoft Office Suite.
• Ability to work in-person in the MASS Boston office.
• Flexibility to shift priorities and tasks.
• Experience with Constant Contact, Squarespace, and Adobe Suite.
• Experience with QuickBooks or other accounting software.
• Patience and sensitivity in working with people with I/DD.

Responsibilities

• Maintain daily email and phone correspondence; forward messages to staff.
• Organize and upkeep Google Drive filing system.
• Answer information requests by phone or email.
• Process, sort, file, and send mail.
• Organize databases, shared drives, and project plans.
• Prepare materials for meetings, trainings, and events.
• Assist in the MASS Flash newsletter and email campaigns.
• Process payroll and mileage reimbursements bi-weekly.
• Process bills and write checks; handle AP/AR.
• Record financials in QuickBooks Online and ensure accuracy.

Skills

Communication skills

Zoom experience

Google Suite

Microsoft Office

In-person office work

Flexibility

Patience with I/DD

Team collaboration

Tools

Zoom

Google Drive/GSuite

Constant Contact

Squarespace

Adobe Suite

QuickBooks Online

Job description

Position Overview

Massachusetts Advocates Standing Strong is a statewide self-advocacy organization that supports, nurtures, and promotes self-advocacy in youth and adults with intellectual and developmental disabilities (I/DD). Our mission is to empower self-advocates so they can make choices that improve and enrich their lives.

Reporting to the Operations Manager and Executive Director, the Office Administrative Assistant provides administrative and staff support to the general organizational operations. The position provides necessary support and is responsible for a variety of tasks.

Work Schedule, Location, and Compensation

This is a Part-Time Non-Exempt position for 30 hours per week, 9:00 am to 5:00 pm, Tuesday through Friday at the MASS office. The position requires someone to work in-person at our Boston Office at 200 Portland Street, Boston. Our Boston office is located steps away from North Station with easy access to the T and Commuter rail trains.

The starting rate for this position is $23.00 - $25.52 per hour, depending on qualifications and experience, for 30 hours a week with the potential to increase hours as new funding is confirmed.

The organization does not provide health insurance, we provide a monthly pro-rated stipend of $101.25 to employees working 30 hours per week.

Key Responsibilities

Support MASS participants, members, staff, and board members, through:

1. General office duties:

• Maintain daily email and phone correspondence; support and/or forward messages to appropriate staff
• Assist in organizing and upkeep of Google Drive filing system
• Answer information requests by phone or email
• Process, sort, file, and send mail
• Organize and update databases, shared drives, project plans, and spreadsheets as needed (importing, exporting, and manually input data)
• Prepare materials for in-person and online meetings, Board of Directors meetings, training sessions, and other activities or special events
• Assist in the editorial process for the MASS Flash monthly e-newsletter and other email campaigns via Constant Contact

2. Human Resource and Fiscal responsibilities:

• Process bi-weely payroll and monthly mileage and expense reimbursements
• Process incoming bills and outgoing checks
• Categorize and record financial transactions in QuickBooks Online
• Process accounts payable and accounts receivable transactions
• Assist with payroll processing and month-end close procedures
• Maintain confidentiality of coworkers' information
• Ensure accuracy and back up documentation of all recorded transactions
• Understanding of accounting principles and related practices
• Assist in coordinating hiring procedures
• Assist in onboarding new employees
• Filing personnel documentation

3. Project, Calendar, Training, and Meeting Management:

• Take notes at meetings and provide technical assistance as needed
• Schedule meetings and trainings in-person and online via Zoom
• Manage internal and external calendars
• Be a resource to other colleagues sharing training tutorials of different tools and systems
• Provide meeting support as needed (booking meeting space and registering guests at WeWork office, scheduling Zoom meetings, and troubleshooting related issues)
• Assist in coordinating the annual conference and other fundraising events
• Help write donor acknowledgement letters for conference sponsors and raffle donors
• Coordinate transportation for self-advocates to attend offsite trainings through our Lyft Concierge account, or third-party companies if needed.
• Assist and support self-advocate facilitators and trainers in updating their monthly calendars of meetings, trainings, data collection, timesheet submissions, and other activities
• Maintain website calendar through SquareSpace

Other responsibilities as assigned by the Operations Manager and Executive Director, depending on the requirements of current and future funding.

QUALIFICATIONS:

• Good oral and written communication skills.
• Experience with Zoom video conferencing
• Experience with Google Suite and shared drives
• Proficiency in Microsoft Office Suite (Excel, Word, and PowerPoint)
• Ability to work in an in-person office setting - 100% in-person
• Flexibility to shift priorities and tasks based on needs of the organization
• Experience with Constant Contact, Squarespace, and Adobe Suite is a plus
• Experience with Quickbooks or other accounting software is a plus
• Other database management experience is a plus
• Patience and flexibility in working with coworkers with I/DD

If you are interested in applying for this position, please submit your application, cover letter via the application portal, and respond to the preliminary questions.