Description
The Office Administrator helps to create a welcoming atmosphere for all guests. Primary duties include greeting and directing all visitors and callers, including program participants, vendors, and other guests, and handling all incoming and outgoing mail. This position will also be responsible for GRC management, scheduling/tracking meetings/trainings, managing in-kind donations, and performing special administrative projects. Reports to the Chief of Staff and works closely with the Intake Coordinator to support walk-in participants in a trauma-informed way.
Principal Duties and Responsibilities
Maintains knowledge of all Casa Myrna staff, programs, and services.
Serves as an ambassador for the agency by greeting all guests with a welcoming and helpful attitude. Screens guests for what they need and refers to the appropriate person. Assists guests in finding their way around the office.
Provides phone coverage, including assessing caller needs, taking accurate messages, checking Casa Myrna voicemail, and transferring calls.
Manage inventory and distribution of donated goods and supplies in on-site General Resource Center (GRC). Assists with a variety of administrative tasks including sorting incoming and outgoing mail, copying, faxing, taking notes, and making travel plans as needed. Ensures copies of commonly requested documents and forms are readily available.
Organizes donated items and maintains inventory.
Schedules and tracks all department and organizational-wide meetings/trainings. Help to prepare materials as needed.
Provides other administrative support to other staff as needed and assigned by Chief of Staff, such as: managing in-kind donations; mailing out information requests; Participates in team and agency meetings.
Works as a team player with other program and agency staff.
Develops own professional development plan and attends trainings, meetings, and conferences within Casa Myrna and in the community.
Other related duties as assigned by supervisor and agency.
Qualifications and Requirements
Committed to Casa Myrna’s values and mission of ending domestic and dating violence and commercial exploitation, and promoting social justice and social change.
Proficiency with Microsoft Office suite, particularly Outlook Mail, Calendar, Excel, and Word.
Ability to use general office equipment and conduct troubleshooting as needed.
Previous experience coordinating events and training.
Strong customer service orientation including a courteous telephone manner.
Excellent interpersonal, communication, crisis management, organizational, and problem-solving skills.
Demonstrated experience working with survivors of domestic/dating violence, trauma and abuse, and with marginalized communities, particularly communities of color.
Familiarity with Boston-area community agencies and resources, particularly those serving youth, homeless and/or low-income populations.
Demonstrated ability to utilize appropriate, non-judgmental communication techniques when responding to survivors that illustrates sensitivity to their experiences and needs. Ability to work and advocate in a collaborative style with diverse ethnic, cultural, linguistic, and socio-economic groups, as well as diversity based on ability/disability, sexual orientation and religion.
Ability to prioritize and coordinate work at multiple sites; ability to work independently and in a team.
Promote an atmosphere of respect and cooperation; maintain confidentiality regarding program participants.
Strong preference for candidates who identify as a member of a marginalized community as Casa Myrna works to be an inclusive and equitable organization.
Physical requirements include climbing, standing, sitting, typing, and lifting up to 35lbs.
Fluency in a language other than English strongly preferred. Preference for Spanish, Portuguese, Cape Verdean Creole, or Haitian Creole.
