Office Administrator - Boston, MA

The mission of the International Institute of New England (IINE) is to create opportunities for refugees and immigrants to succeed through resettlement, education, career advancement and pathways to citizenship. One of the oldest and largest human services organizations for New Americans in the region, IINE serves more than 9,000 people each year in Boston and Lowell, Massachusetts, and Manchester, New Hampshire. Our programs include case management, youth and family services, English for Speakers of Other Languages (ESOL), employment and skills training, and immigration legal services.

A dynamic, forward-looking, and rapidly growing non-profit organization, we seek well-qualified, solutions-focused candidates who are experts in their respective fields. Successful candidates will join a committed team of professional staff and volunteers who are devoted to welcoming and serving new Americans.

Overview

The Boston Office Administrator serves as the first point of contact in the office by greeting and directing clients and visitors and is responsible for creating a professional, welcoming environment for staff, clients, and guests. This position is responsible for the front desk and lobby, and answers and routes incoming phone calls. The Office Administrator reports to the Managing Director, collaborating with program needs and performing other functions as needed or requested. In addition, the Office Administrator has a dotted reporting line to the Facilities Manager and manages the daily operations of office spaces in coordination with the Operations Team, maintaining and restocking the front desk area, supplies areas, workstations, and classrooms; receiving and sending mail; supporting reservations of offices and spaces; coordinating with vendors; tracking on-site inventory; and supporting staff events.

Strong candidates will be detail-oriented and organized, demonstrate a commitment to excellence, and take initiative. While the work is fast-paced, it is also highly rewarding. The Office Administrator gets to know everyone at the site both clients and staff and is well positioned to give feedback to improve both program and operational processes.

The Boston Office Administrator works on site in-person five days per week.

Position: Office Administrator

• Department: Programs
• Reports to: Managing Director
• Supervises: N/A
• Status: Non-Exempt, Full-Time
• Location: Boston, MA
• Position Format: On-site
• Pay: $24.04/hour

Benefits:

Full-time employees will be eligible for all benefits including Personal Time Off (PTO), sick days, and twelve paid holidays. You may participate in all benefit programs that IINE establishes and makes available to eligible employees, under (and subject to all provisions of) the plan documents that govern those programs. Currently, IINE offers medical, dental and vision. Company-paid life insurance, company-paid short-term disability (STD), long term disability (LTD), accidental death and dismemberment and disability coverage, Flexible Spending Accounts (FSA), other benefits including 403(b) with company match plan(s) pursuant to the terms and conditions of company policy and the 403(b)-plan document. Other perks such as discounts through our vision plan, fitness reimbursement and more.

Responsibilities

Front Desk Management

• Manage opening and closing of the office.
• Foster a professional and friendly atmosphere for all staff, clients, and visitors.
• Answer and route a high volume of phone calls and walk-in clients; take accurate messages, refer clients to programs, schedule intakes, and screen calls as appropriate.
• Greet walk-in clients and visitors and distribute checks to clients as instructed by program staff.
• Provide accurate, service-oriented responses to a wide variety of inquiries, both in person and via phone, while maintaining Institute standards and confidentiality policies.
• Redirect information, meeting, client, and contract-related requests to the appropriate staff member(s).
• Maintain and update phone systems; change voicemail for holidays and cancellations; communicate changes in phone numbers.
• Work with the COO, MD, and Facilities Manager to ensure that all employees are alerted about winter and other weather-related closings.
• Review and distribute incoming mail, packages, and faxes; handle all outgoing mail and packages.

Site management:

• Ensure that the reception area, conference rooms, and common areas are tidy and well maintained.
• Supervise the maintenance of office equipment, including printer, scanner, shredder, A/V equipment, etc. in coordination with the Operations Team.
• Support site-specific meetings and events; process party and lunch catering orders as requested; and assist the HR and Ops team with events involving all three IINE offices.
• Coordinate with vendors, contractors, and technicians in coordination with Facilities Manager.
• Maintain and update inventories related to the facility and IINE equipment.
• Assess office supply levels and submit purchasing requests to the Facilities Manager.
• Provide basic IT troubleshooting support on site (using copier, scanner, and printer; how to connect to screens and projectors in conference rooms; how to check voicemail; how to schedule rooms) and escalate to the IT Director as needed.
• Coordinate seating chart and office space scheduling with the Facilities Manager and the Managing Director.
• Provide updates on site's activities for use on social media, the website, and the quarterly newsletter, including taking pictures (when appropriate) of events that take place at the site or in the local community.
• Perform all other duties as assigned.

Required Skills/Abilities

• Ability to multi-task in a fast-paced environment and process unexpected duties and deadlines.
• Excellent interpersonal skills, warm and friendly demeanor.
• Demonstrated experience coordinating with vendors preferred.
• Highly proficient in Microsoft Word, Excel and Outlook required.
• Familiarity with Apricot and Salesforce preferred.
• Must be able to manage calendars and schedule events.
• Knowledge of standard practices with respect to following an institution's policies and with an eye towards simplifying processes.
• Effective communicator; should be comfortable working as part of a team and expressing innovative or critical ideas.
• Excellent organizational and problem-solving skills.
• A strong sense of discretion and confidentiality.
• Experience working with refugees and immigrants preferred.
• Multi-lingual candidates are encouraged to apply.

Education & Experience

• Bachelor's Degree or equivalent preferred.
• A minimum of two years of customer service preferred.

Work Environment Conditions

• Frequent interruptions by employees and clients.
• Exposure to bright, overhead office lighting, use of office technology such as laptops, printers, mail machines, and other in-office equipment.
• Requires occasional evening work to support events.

Physical Demands

• Continuous sitting (or standing) at a desk for long periods of time.
• Occasional lifting of materials (boxes, equipment for events, moving furniture etc.) of up to 50 pounds.
• Frequent bending, reaching overhead, and reaching at or below shoulder level required.

Covid-19 Policy

IINE does not require applicants for most positions to show proof of Covid-19. Some federal contracts, however, require IINE staff to show proof of Covid-19 vaccination, and some immigration status adjustments, such as a Green Card, require proof of Covid-19 vaccination as well. Consequently, for some positions, IINE staff may be required to show proof of vaccination, and in others, IINE staff will be supporting clients who are required by law to have proof of vaccination in order to adjust their status in the United States.

US Work Eligibility Notice

This position requires lawful authorization to work in the United States, and IINE is unable to provide visa sponsorship in connection with this.