Administrative Coordinator – Community Art Center – Cambridge, MA

The Administrative Coordinator reports to the Executive Director and is responsible for ensuring effective administrative functioning of the organization. The ideal candidate will be a highly organized individual who supports and understands our mission. S/he will have demonstrated experience in administration ideally in a nonprofit setting and will have the ability to build positive relationships with people of diverse backgrounds and ages. Successful candidates will be able to self-manage and work independently on several tasks simultaneously in a fast-paced, high performance environment. They will be interested in being part of a passionate and driven team of nonprofit professionals. Superior organization skills are essential.

Key Areas of Responsibility:

General Administration – Provide general administrative support for the Program Directors, Executive Director and Board of Directors along with office supply purchase, mail distribution and overall support of administrative systems.

Personnel Management – Manage personnel files, benefit enrollment along and staff onboarding process.

Financial Support – Support the financial administration of the organization including distribution of parent bills, creating payment plans, completing all billing for all state contracts with the Department of Early Education and Care and the Department of Education. Compile weekly communication with bookkeeper for AR/AP paperwork. Process weekly bank deposits and bi-weekly payroll. Maintain financial files.

Enrollment – Support the student enrollment process for all children enrolled in our School Age Child Care Program through maintaining a student waitlist, conducting new student intakes, monitoring student attendance and processing reassessments for parent child care eligibility.

Facilities – Process maintenance needs, engaging vendors to do basic facility repairs and working with maintenance/repair person to ensure consistent cleanliness and functionality of space and technology.

Program Support – Process program participation and volunteer inquiries. Manage maintenance of organizational vehicle.

Additional Qualifications:

Professional experience in administration required, preferably in a nonprofit setting.
Experience with Quickbooks preferred.
Strong organizational skills
Ability to manage multiple tasks concurrently
Ability to work effectively in a fast-paced environment
Ability to work with communities of various cultural backgrounds
Superior customer service & interpersonal skills
Computer proficiency in Word, Outlook, Excel, FileMaker and Adobe
Solid work ethic with proven reliability & dependability
Ability to work independently & as part of a team
Common sense and a sense of humor are a must

Bilingual candidates preferred ( especially English and: Haitian Creole, Spanish or Portuguese)

The Administrative Coordinator reports to the Executive Director and is responsible for ensuring organized and effective administrative functioning of the organization. The ideal candidate will be a highly organized individual who supports and understands our organizational mission. S/he will have demonstrated experience in administration ideally in a nonprofit setting and will demonstrate the ability to build positive relationships with people of diverse backgrounds and ages. Successful candidates will be able to self-manage and work independently on several tasks simultaneously in a fast-paced, high performance environment. They will be interested in being part of a passionate and driven team of nonprofit professionals. Superior organization skills are essential.

Key Areas of Responsibility:

General Administration – Provide general administrative support for the Program Directors, Executive Director and Board of Directors along with office supply purchase, mail distribution and overall support of administrative systems.

Personnel Management – Manage personnel files, benefit enrollment along and staff onboarding process.

Financial Support – Support the financial administration of the organization including distribution of parent bills, creating payment plans, completing all billing for all state contracts with the Department of Early Education and Care and the Department of Education. Compile weekly communication with bookkeeper for AR/AP paperwork. Process weekly bank deposits and bi-weekly payroll. Maintain financial files.

Enrollment – Support the student enrollment process for all children enrolled in our School Age Child Care Program through maintaining a student waitlist, conducting new student intakes, monitoring student attendance and processing reassessments for parent child care eligibility.

Facilities – Process maintenance needs, engaging vendors to do basic facility repairs and working with maintenance/repair person to ensure consistent cleanliness and functionality of space and technology.

Program Support – Process program participation and volunteer inquiries. Manage maintenance of organizational vehicle.

Additional Qualifications:

Professional experience in administration required, preferably in a nonprofit setting.
Experience with Quickbooks preferred.
Strong organizational skills
Ability to manage multiple tasks concurrently
Ability to work effectively in a fast-paced environment
Ability to work with communities of various cultural backgrounds
Superior customer service & interpersonal skills
Computer proficiency in Word, Outlook, Excel, FileMaker and Adobe
Solid work ethic with proven reliability & dependability
Ability to work independently & as part of a team
Common sense and a sense of humor are a must

Bilingual candidates preferred ( especially English and: Haitian Creole, Spanish or Portuguese)

How to apply

Please email a formal cover letter and resume by Monday, August 24, 2015 to: careers@communityartcenter.org, Attn: Administrative Coordinator. Due to the anticipated high volume of responses only qualified candidates will be contacted.

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