Temporary Administrative Coordinator

Advocates; West Village (MA); Hybrid; USD 26,000 - 32,000; Full time

Job summary

Advocates is seeking an Administrative Coordinator to provide comprehensive administrative support across Developmental and Brain Injury service lines. This temporary, hybrid role (2-3 days in-office) runs 10/27/26 through 12/25/26, with pay $19–$23/hour and standard M-F hours.

You will implement administrative systems, support leadership, coordinate meetings and events, and manage records and data while maintaining efficient office procedures.

Qualifications

• Bachelor’s or associate degree required; related fields preferred.
• 1 year of high-level admin coordination supporting senior leadership.
• Proven ability to work independently in a fast-paced setting with minimal supervision.
• Strong typing (50+ wpm) and proficient MS Office skills.

Responsibilities

• Maintains administrative workflow, processes and systems.
• Creates and revises administrative procedures by analyzing practices and proposing improvements.
• Identifies and resolves administrative problems by analyzing information and communicating solutions.
• Drafts communications, letters, memos, meeting minutes and forms.
• Coordinates leadership schedules, calendars and events; manages a highly active calendar.
• Serves as a general resource for operational communications and project needs.
• Assists with project development and planning for efficient service and data organization.
• Plans and coordinates events with leaders; manages logistics.
• Ensures timely, accurate information on activities and appointments.
• Prioritizes conflicting needs; follows through on tasks under deadlines.
• Updates tracking systems to maintain project/program status with accuracy.
• Maintains files for projects and programs; monitors integrity and completeness.
• Maintains office supplies within budgetary expectations.

Skills

Typing 50+ wpm

Microsoft Office proficiency

Strong written & verbal communication

Attention to detail

Independent work in high-volume admin

Education

Bachelor’s degree in business administration or related field

Associate degree acceptable

Tools

Microsoft Office Suite

Office equipment & procedures

Job description

Overview

Rate:$19-$23/hour

Schedule: Monday through Friday 8am-4pm or 9am-5pm

The Administrative Coordinator will provide overall administrative support to Developmental and Brain Injury service lines. The Administrative Coordinator is responsible for implementing administrative systems, maintaining efficient and accurate office procedures, providing clerical support to the division leadership, scheduling meetings and events, maintaining administrative records, and assisting and coordinating projects.

This is a temporary position available 10/27/26-12/25/26. This position is hybrid with 2-3 days in-office.

Who We Are

At Advocates, we provide comprehensive services for people facing developmental, mental health, or other life challenges.

We’rea nonprofit, mission-driven organization with a person-centered approach, empowering the individuals we support to make choices, build independence, and live full, meaningful lives. Our work is rooted in respect, compassion, and inclusion, and we envision a world where individual differences are appreciated and celebrated.

At Advocates, we value the ideas, experiences, and contributions of employees and are committed to fostering a supportive, welcoming culture where everyone can grow and thrive.

Minimum Education Required

Associate's Degree

Responsibilities

• Maintains administrative workflow, processes and systems.
• Creates and revised administrative systems and procedures by analyzing administrative practices and proposing recommendations
• Identifies and resolves administrative problems by analyzing information; identifying and communicating solutions.
• Drafts communications, letters, memos, meeting minutes and forms.
• Coordinates the provision of leadership schedules, calendars and events; to include; managing an extremely active, ever-changing calendar of appointments and staff meetings.
• Serves as a general resource for operational and administrative divisional communications and project needs.
• Assists with project development and planning to ensure more efficient service and organization of records/data.
• Work in partnership with leaders and their delegates to plan and coordinate events including managing logistics.
• Facilitates organization-wide coordination and outreach to ensure leadership has timely and accurate information regarding activities, events, initiatives and appointments.
• Prioritize conflicting needs; handles items expeditiously, proactively, and follows-through on assigned projects to successful completion, often with deadline pressure.
• Updates necessary tracking system(s) to ensure project and/or program status is maintained with complete accuracy.\
• Develops and maintains accurate and complete files for projects and programs; continues to monitor for integrity and completeness.
• Maintain office supplies within the budgetary expectations.

Qualifications

• Bachelor’s degree in business administration, human services or related field or an associate degree
• One year of high-level administrative coordination experience supporting senior leadership in a fast-paced environment preferred
• Proven ability to operate independently in a high-volume, fast-paced administrative setting with minimal training or supervision
• Demonstrated experience supporting complex, multi-program or residential operations teams with rapidly shifting priorities
• Ability to type 50+ words per minute.
• Must be proficient with Microsoft Office Suite.
• Must have knowledge of office procedures and equipment
• Must be detailed oriented and superior organizational skills.
• Ability to coordinate and execute on project tasks bringing forward issues, concerns and barriers.
• Ability to gather relevant information from multiple sources, create and execute effective project plans.
• Strong written and oral communication skills, ability to interact and communicate effectively with all levels of agency staff and outside vendors.
• Superior interpersonal skills, ability to work effectively independently and in a team atmosphere and maintain confidential information.
• Strongly prefer that a candidate will have a demonstrated understanding of and competence in serving diverse populations.

Advocates is committed to cultivating a diverse and welcoming community where everyone feels respected and valued. Advocates fosters a culture of inclusion that celebrates and promotes diversity along multiple dimensions, including race, ethnicity, sex, gender identity, gender expression, sexual orientation, partnered status, age, national origin, socioeconomic status, religion, ability, culture, and experience.