Administrative Program Assistant; Moms Do Care Program

The Institute for Health and Recovery (IHR) is a statewide service, research, policy, program development and capacity building agency. IHR designs its services based on an understanding of the impact of trauma. IHR’s CARF accredited treatment programs provide holistic interventions for hard to reach and high-risk individuals and families. IHR’s mission, since our founding in 1989, has been to develop and support a comprehensive continuum of care for families, individuals, youth, and pregnant and parenting people affected by alcohol, tobacco, and other drug use, violence/trauma, mental health challenges and other health issues, while advancing principles of health equity and social justice. Our work is focused on addressing and eradicating inequities in our health care, economic, and justice systems, especially as they disproportionately affect women and people of color. We are committed to providing services and creating communities that mitigate the effects of substance use, mental illness, and trauma.

Summary Statement: The Administrative Program Assistant will provide essential administrative and operational support to the Moms Do Care (MDC) Program’s Training and Technical Assistance Team. The duties of this position are centered around the maintenance, organization and execution of administrative functions as required by the MDC program.

Note: This is a full-time, 40 hour/week position. The right candidate will follow a flexible, hybrid work schedule, completing tasks both remotely and on-site.

Reports to: The Communications/Provider Support Coordinator and the Director of Pregnant and Postpartum Women’s Services/Director of Massachusetts Moms Do Care Program

Essential Functions:

• Provide support to Communications & Provider Support Coordinator and Director of Pregnant and Postpartum Women’s Services/Director Massachusetts Moms Do Care Program.
• Arrange, attend, and take notes during the regularly recurring and ad hoc program meetings (remote and on-site meetings).
• Systematically organize notes and other documents in a cloud-based shared drive and distribute appropriately.
• Maintain and distribute multiple MDC staff records and correspondence information.
• Manage Outlook calendar meeting recurrences, invitations.
• Distribute meeting reminders with details, locations and links, as well as notes from prior meetings.
• Coordinate and manage all meeting logistics such as reserving office space, acquiring materials.
• Manage Teams/Zoom virtual meeting features, team equipment needs, directions, parking, catering, attendance, etc.
• Continually update and share Outlook contacts and contact groups.
• Organize and manage MDC OneDrive and SharePoint documents.
• Provide other general administrative support to program staff as requested by Director of Pregnant and Postpartum Women’s Services/Director of Massachusetts Moms Do Care Program.
• Communicate with IHR’s main office in Watertown with cloud-based shared calendars.
• Attend team and agency staff meetings.
• Work with Communications & Provider Support Coordinator to:
• Format and proofread PowerPoints and other presentation materials according to established guidelines, print and assemble presentation handouts.
• Collaborate and maintain program information tracking and databases

Competencies:

• Clear Communication
• Highly organized
• Strong Teamwork
• Self-Motivation, Independence
• Problem Solving Skills
• Development and Continual Learning
• Adaptability and Flexibility
• Value efforts of Diversity, Equity, and Inclusion
• Regular attendance and punctuality are required

Qualifications/Requirements:

• Bachelor’s degree or equivalent experience preferred
• Advanced Microsoft 365 proficiency, including familiarity with the latest updates and their applications
• At least 2 years of professional office experience (non-profit experience preferred)
• Experience working with cloud-based databases to enter and manipulate data
• Superior attention to detail and organizational skills
• Strong sense of responsibility and ownership of projects
• High-energy; productive, proactive, and reliable; ability to multi-task
• Ability to prioritize requests and resolve problems
• Must possess polished, mature communication skills (written, verbal, phone manner, etc.)
• Ability to work independently as well as part of a team, often under tight deadlines and in a fast-paced environment

What We Offer:

• Collaborative work environment
• Flexible work hours
• Recovery-Friendly Workplace

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit: stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift products and supplies weighing up to 10 pounds.

Reasonable accommodation will be made for otherwise qualified individuals with a disability. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description is subject to change at any time.

IHR offers a rewarding work environment with competitive salary, generous benefits and a strong commitment to equity and diversity. IHR is proud to be an equal opportunity employer, seeking to create an inclusive and diverse environment. All qualified applicants will receive consideration for employment without regard to race, ethnicity, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Benefits:

IHR has a strong commitment to equity and diversity and offers a rewarding work environment with competitive salary and generous benefits, including:

• 15 vacation days/ 5 personal days/ 13 federal holidays/ 15 sick days during the first two years (pro-rated for part time employees), with increases in vacation days in subsequent years.
• 403 B retirement benefits with employer contribution after two years.
• 85% employer-paid health insurance.

Equal Opportunity Employer:

IHR is proud to be an equal opportunity employer, seeking to create an inclusive and diverse environment. All qualified applicants will receive consideration for employment without regard to race, ethnicity, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Job Type: Full-time

Pay: $51,000.00 - $52,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Watertown, MA: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location