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Administrative Coordinator, The Fenway Institute 

EOE StatementWe are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, 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 (LGBTQIA+) 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 Coordinator, The Fenway Institute  
Full-Time/Part-Time Full-Time  

Reporting to the Director of Administration and Planning for The Fenway Institute (TFI), the Administrative Coordinator provides administrative support to the Medical Research Director, and the Fenway Institute staff and faculty.

  1. Representative Duties:
  • Provides administrative support to the Medical Research Director and the Fenway Institute staff and faculty
  • Coordinates external purchasing and negotiates non-profit accounts with vendors
  • Communicates and coordinates with other Fenway Health Departments regarding needs for space, audio-visual equipment, furniture, etc.
  • Oversees supplies and maintenance of equipment for TFI
  1. Provides research support to the department
  • Maintains CV and biosketches for Medical Research Director
  • Serves as the Fenway Institute's credentialing officer
  • Supports the Medical Research Director by formatting papers, and designing posters and slides for conferences
  • Formats manuscripts on behalf of the Medical Research Director for submission to professional journals according to guidelines of individual publications and processes the submissions
  • Prepares and submits Copyright Transfer, Conflict of Interest, and Financial Disclosure forms for the Medical Research Director
  • Regularly updates and maintains bibliographies in Endnote and files for grants and other purposes.
  • Attends the regular departmental meetings for purposes of taking minutes. Prepares and distributes minutes after meetings.
  • Assists with professional license and passport renewals and visa requests
  • Assists Institute faculty in complying with the NIH Public Access Policy
  • Submits articles to PMC to ensure compliance with new NIH compliance guidelines
  • Maintains electronic library of all TFI Faculty publications and responds to requests for reprints
  1. Provides administrative support to the Medical Research Director
  • Manages travel, conference registrations, transportation and reimbursements for the Medical Research Director
  • Manages and coordinates the Medical Research Director's schedule through Outlook
  • Maintains database of Medical Research Director's business cards
  • Transcribes letters of recommendation, grant reviews, manuscripts and other documents for the Medical Research Director
  1. Coordinates orders and reservations with vendors
  • Manages logistics for TFI events held onsite, including national conferences, large meetings, focus groups, research-related support groups, and conference calls.
  • Works with travel agency to coordinate travel arrangements for department staff
  • Trains new employees in how to submit POs as well as catering, conference room, and travel requests.
  • Works with outside vendors to negotiate group rates and discounts at tax exempt rates for hotel rooms, meeting spaces, catering, taxi/car service, etc.
  • Maintains professional relationships with local hotels, restaurants and venues for TFI-related events.
  1. Provides Administrative support to the department
  • Compiles and formats monthly board report for the Institute
  • Manages calendars and schedules meetings for faculty and staff
  • Assists interdepartmental teams with meeting travel for outside guests and provides logistical support for large meetings (liaising with the facilities and IT teams, processing catering orders, providing AV support)
  • Helps set up AV equipment for department meetings
  • Handles requests for color printing
  • Maintains calendar for TFI laptop reservations
  • Orders food for department meetings; prepares and submits associated purchase orders.
  • Responsible for keeping lists of attendance/RSVPs for TFI Faculty events
  • Files, copies, faxes, prepares and sends letters, PowerPoint presentations, spreadsheets, and other documents upon request.
  • Sends emails of behalf of TFI Faculty to TFI Staff and other external groups
  • Maintains and prepares visitor packets
  • Responds to the overflow line for calls coming to Fenway Health
  • Oversees ordering of office supplies
  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 Fenway Health 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. Provides training and supervision to the TFI Receptionist/Staff Assistant following Fenway Health policies and procedures
  • Ensures that the Receptionist/Staff Assistant receives a comprehensive program orientation
  • Trains the Receptionist/Staff Assistant regarding the full range of their responsibilities
  • Provides ongoing guidance and supervision to the Receptionist/Staff Assistant
  • Acts as liaison between the Receptionist/Staff Assistant and TFI research staff to ensure smooth reception for study participants and that space needs of study visits are efficiently met
  • Provides yearly written evaluations of the Receptionist/Staff Assistant following agency evaluation guidelines
  • Makes employment-related decisions regarding the Receptionist/Staff Assistant within the scope of defined authority and following established agency and program guidelines.
  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


  • Minimum of high school graduate or equivalent.
  • Minimum of two years of office experience
  • Minimum of two years research experience, including manuscript submission to professional journals
  • Proficiency and experience with dictations and transcription
  • Proficiency with Microsoft Office applications
  • Proficiency with End Note
  • Ability to handle multiple tasks and prioritize assigned duties
  • Excellent communication skills
  • Ability to work independently
  • 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
  • Ability to carry boxes and supplies between floors
Category Public Health Research  
Number Filled 1  
Location The Fenway Institute - Ansin  
Shift -not applicable-  
Req Number PUB-19-00013  

This position is currently not accepting applications.

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