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Title

Executive Administrative and Operations Coordinator, Public Health Division 

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 Executive Administrative and Operations Coordinator, Public Health Division  
Full-Time/Part-Time Full-Time  
Description

Function:
Under the supervision of the AVP of Public Health Programs, the Executive Administrative & Operations Coordinator provides executive administrative and operations support to the public health programs of Fenway Health.

Representative Duties:

  1. Provide executive administrative support to the public health programs at Fenway Health:
    • Organize and maintain AVP of Public Health Programs' calendar of appointments
    • Manage AVP of Programs' email inbox to ensure adequate prioritization and timely responses of email communications
    • Attend various meetings for purposes of taking minutes; preparation of and distribution of minutes shortly after meetings
    • Prepare for meetings as requested, including schedules for visiting guests, room reservations, food orders, and material preparation
    • File, photocopy, transcribe, fax, send letters, etc.
    • Create and update power point presentations and visitor folders
    • Schedule and set-up conference calls
    • Handle conference registrations, hotel and travel arrangements as needed
    • Assist interdepartmental teams with meeting travel for outside guests and meeting support
    • Schedule interviews for job candidates for positions that report to AVP of Programs and other Program Directors as requested
    • Coordinate onboarding of direct reports, including ordering business cards, coordinating with IT and facilities, and ordering office supplies
    • Perform special projects as assigned
    • Provide general support to Public Health Program Directors
  2. Use organizational and writing skills to accurately prepare and maintain a variety of documents and files.
  • Accurately draft routine correspondence, edit and/or type correspondence and other documents
  • Use Microsoft Office, web-based tools and other technology platforms to create documents and presentations
  • Organize and maintains a variety of files
  1. Oversee reception and daily activities at the Boston office:
    • Supervise Front Desk Receptionist at the Boston office. Ensure that all clients, visitors, and providers receive the highest level of customer service by phone and in person.
    • Oversee coordination of spaces used for client meetings. Directly respond to client needs and crisis situations as appropriate. Work with program managers to coordinate daily coverage.
  2. Meet agency participatory expectations
  • Adhere to all agency and departmental policies and procedures
  • Participate in quality assessment and improvement activities as requested
  • Adhere to the highest principles of client confidentiality
  • Adhere to established safety policies, procedures and precautions; enforce agency's policies and clinical procedures, including safety and crisis procedures.
  • Attend all required meetings, in-services and professional trainings
  • Maintains professional competence necessary to perform job responsibilities; maintains and provides agency with records of continuing education activities
  1. Perform related duties and projects as assigned

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:

  • High School graduate or equivalent. Bachelor’s degree preferred.
  • Minimum of three to five years’ experience with general administrative and office duties
  • Minimum of two-years office management experience at a senior level strongly preferred
  • Fluency with Microsoft Office Suite (Word and Excel, PowerPoint, Access and Outlook)
  • Demonstrated excellent written and verbal communication skills
  • Demonstrated ability to write, format and proofread letters and documents; familiarity with office correspondence format
  • Demonstrated ability to work and communicate calmly, quickly and effectively to meet deadlines and multiple priorities in a fast-paced environment
  • Experience working independently to resolve problems
  • Ability to exercise sound judgment
  • Ability to work with a diverse staff and to interact courteously and professionally with staff, other professionals and the public
  • Ability to maintain confidentiality for agency staff and clients
  • Experience working in an ethnically, culturally, and racially diverse environment preferred
  • Ability to work harmoniously with diverse groups of individuals required
  • HIV/AIDS and LGBT sensitivity and awareness

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

Supervisory Responsibility:
Supervises Front Desk Receptionist

 
Category Administration  
Number Filled 0  
Location AAC - Finance & Administration  
Shift -not applicable-  
Req Number ADM-18-00007  

This position is currently accepting applications.

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