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Title

Administrative Assistant, Grants and Contracts 

EOE StatementWe are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.
 
About the Organization The mission of Fenway Health is to enhance the wellbeing of the lesbian, gay, bisexual, and transgender (LGBT) community and all people in our neighborhoods and beyond through access to the highest quality health care, education, research, and advocacy. Fenway Health was founded in 1971 and has grown from a less than 10 person operation in the basement of a building near the Boston Fens to one of the largest LGBT-focused organizations in the world. It consists of three main centers:

• Fenway Community Health Center, our clinical arm, which is a federally qualified health center that operates three clinic sites (Fenway:1340, Fenway:South End, and the Sidney Borum, Jr. Health Center) in the Boston area and provides over 30,000 patients with primary and specialty medical care, behavioral health care, optometry care, and dental care;

• The Fenway Institute, our research/training/education/policy development arm, which houses numerous research initiatives as well as the National LGBT Education Project, the LGBT Aging Project, the National Center for Innovation in HIV Care, and the Center for Population Research in LGBT Health; and

• AIDS Action, our HIV/AIDS service organization, which provides nonclinical services (case management, housing and legal assistance, outreach, peer support) to people living with HIV/AIDS and operates numerous programs focusing on HIV/STD prevention/testing/treatment, including the Access (drug user health program), TransCEND (transgender peer support and risk reduction program), and Youth on Fire (drop-in center for homeless and street-involved youth) programs.
 
Position Administrative Assistant, Grants and Contracts  
Full-Time/Part-Time Full-Time  
Description

Function:

The Administrative Assistant provides administrative support for finance, contract, and budget activities related to Grants and Contracts administered at The Fenway Institute (TFI), providing some support to grants operated at the health center and AIDS Action as well.

Representative Duties:

  1. Assists in various finance, contract, and budget activities
  • Provides contract support as needed, specifically:
    • prepares and processes all purchase orders, logs them as contract encumbrances into our grants' management software, and delivers them to the accounts payable manager on a regular basis
  • performs quality control on all spending reports monthly, and communicates errors to contract managers in the finance department
  • prepares, distributes, and processes time & effort reports for all principal investigators/project directors
  • Performs and enters all monthly staff effort allocation changes
  • Performs data entry and quality control maintenance for records in grants management database.
  • Attends regular meetings with contract managers from the finance department
  • Assists in proposal, grant and contract preparation, including compiling information, and formatting.
  1. Administers incentive payments to participants in TFI research studies
  • Updates incentive check database daily with information from Appointment Pro daily master report
  • Hand writes and records checks daily in in check book, and in Positive Pay system
  • Troubleshoots issues pertaining to the Positive Pay system
  • Closes and reconciles database monthly and communicate via email and inter office mail to accounts payable manager
  • Prepares monthly incentive payments purchase order broken out by contract
  • Checks prepaid incentive card log book at least twice a day, once in the morning and once at 3pm Makes all incentive card payments according to TFI's participant payment schedule
  • Sends confirmatory email to Research Assistant (RA) once each payment has been successfully processed
  • Keeps research team informed of their project's account balance
  1. Supports general administration and operation of the Grants and Contracts team
  • Provides administrative support to the grants and contracts team as needed
  • Assists with preparing timesheets including time and effort reporting for department in a timely and organized fashion
  • Collects and oversees the completion of timesheets for TFI team members
  • Performs and enters all monthly staff effort allocation changes
  • Attends regular meetings with the Grants and Contracts Team
  • Contributes to drafting new policies and procedures
  • Performs special projects as assigned
  1. Meets agency participatory expectations
  • Suggests and participates in continuing quality improvement efforts
  • Adheres to all agency and departmental policies and procedures
  • Participates in quality assessment and improvement activities as requested
  • Adheres to the highest principles of patient and client confidentiality
  • Adheres to established safety policies, procedures and precautions; identifies potential or actual unsafe situations in the environment and takes measures to rectify the situation
  • Attends all required meetings, in-services and professional trainings
  • Attends all regularly scheduled research meetings, trainings, forums and pertinent FCH staff meetings
  • Maintains professional competence necessary to perform job responsibilities; maintains and provides agency with records of continuing education activities
  • Serves on agency committees and in professional organizations when requested
  1. Performs other related duties as required

We offer competitive salaries, and for those who qualify, an excellent benefits package; including comprehensive medical and dental insurance plans, and a retirement plan with employer match. We also provide 11 paid holidays, paid vacation, and more.
LGBTQ-identified persons, people of color, and others from historically underrepresented communities are encouraged to apply.

 
Number of Openings 1  
Position Requirements

Requirements

  • Minimum of high school graduate or equivalent
  • Minimum of two years of office experience
  • Proficiency with Microsoft Office applications, including Microsoft Excel
  • Budget and contract experience highly desirable
  • Ability to handle multiple tasks and prioritize assigned duties on deadlines
  • Excellent communication skills
  • Ability to work independently and as part of a team
  • Strong organizational skills with orientation to detail
  • Ability to maintain the confidentiality of sensitive information
  • Experience working with an ethnically, culturally and racially diverse staff preferred
  • Ability to work harmoniously with diverse groups of individuals required

Physical Requirements:

  • Ability to meet the following physical requirements with or without reasonable accommodations:
  • Sit at a computer station for extended periods of time
  • Ability to keyboard for extended periods of time
 
Category Administration  
Number Filled 0  
Location The Fenway Institute - Amory  
Shift -not applicable-  
Req Number ADM-18-00006  

This position is currently not accepting applications.

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