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Title

Administrative Assistant, Division of Education and Training 

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 Assistant, Division of Education and Training  
Full-Time/Part-Time Full-Time  
Description

Function:
Under the supervision of the Director of the Division of Education and Training, the Administrative Assistant will provide administrative and program-related support to the Director of the Division of Education and Training of The Fenway Institute, Fenway Health.

The Administrative Assistant position is grant funded, supported by multiple multi-year projects.

Responsibilities:

  1. Assists in various finance, contract, and budget activities
    • Provides updated biosketches for contract support as needed
    • Prepares and submits purchase orders and invoices as needed
  2. Provides administrative support to the Director
    • Attends various meetings for purposes of taking minutes; preparation of and distribution of minutes shortly after meetings
    • Collects and oversees the completion of timesheets for Director's direct reports
    • Schedules room and prepares for meetings as requested, including schedules for visiting guests, places food orders
    • Files, photocopies, transcribes, faxes, sends letters, etc.
    • Creates and updates power point presentations and visitor folders
    • Schedules and sets up conference calls
    • Handles conference registrations, hotel and travel arrangements for the Director
    • Assists interdepartmental teams with meeting travel for outside guests and meeting support
    • Assists with passport renewals and visa requests
    • Maintains Director's CV, biography and travel itineraries
    • Schedules interviews for job candidates for positions that direct report to the Director
    • Performs special projects as assigned
    • General support for the Division of Education and Training team as needed
  3. Meets Agency Participatory Expectation
    • Adhere to all agency and departmental policies and procedures
    • Participate in quality assessment and improvement activities as requested
    • Adhere to established safety policies, procedures and precautions
    • Attend all required meetings, in-services and professional trainings
    • Maintain professional competence necessary to perform job responsibilities; maintain and provide agency with records of continuing education activities.
    • Serve on agency committees and in professional organizations when requested
  4. Maintains own professional growth
    • Enhance current knowledge of LGBT health and HIV research by reading medical journals, articles and other LGBT- and HIV-related publications, attending conferences, seminars, forums, trainings and other available presentations
  5. Perform 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

Education:

  • Minimum of high school graduate or equivalent

Experience/Other Requirements:

  • Two years of office experience required
  • Experience with all MS Office software strongly preferred
  • Demonstrated ability to handle multiple tasks and prioritize assigned duties
  • Demonstrated ability to create and follow office and administrative systems
  • Excellent communication skills and the 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
  • Strong interest in and basic knowledge of LGBT health

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 type on a keyboard for extended periods of time
 
Category Education & Training  
Number Filled 0  
Location The Fenway Institute - 126 Brookline  
Shift -not applicable-  
Req Number EDU-19-00003  

This position is currently accepting applications.

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