Administrative Coordinator

ABOUT SAMARITANS

Samaritans, Inc. is the leading suicide prevention organization in Massachusetts, providing lifesaving services 24 hours a day, 7 days a week. Samaritans envisions a world without suicide. Our mission is to prevent suicide and offer hope and support to those affected. For nearly 50 years, Samaritans volunteers - selected, trained, and supported by a dedicated professional staff - have provided compassionate and non-judgmental support, free of charge, to callers through its Helpline, and now to texters as well.

This growing organization provides prevention, intervention, and postvention services that make our communities healthier and happier, and reduces the stigma associated with suicide and mental health concerns. We provide a working environment that celebrates the positive lifesaving work that occurs here each and every day.

Samaritans works to prevent suicide and support those who have lost someone to suicide throughout Greater Boston and MetroWest Massachusetts. Our services are free, confidential, and nonjudgmental. We are in downtown Boston.

Our organization is growing and expanding! Starting in 2022, 988 became the nationwide, easy-to-remember 3-digit dialing code for Americans in crisis to connect with suicide prevention and mental health counselors. Samaritans is one of the organizations answering those calls. We can listen and support even more people who reach out for help.

POSITION REPORTS TO Director, Administration

ABOUT THE POSITION

The Administrative Coordinator is responsible for providing comprehensive support to the department and Director of Administration including such activities as: daily management of organization's office administration, administrative project coordination, vendor relations and assisting with Human Resources tasks. This role presents an opportunity for a compassionate and empathetic individual to utilize detail-orientation and multi-tasking skills to help ensure efficient operation of the organization leading to greater success in support of our mission. The ability to connect with the mission and values of Samaritans is vital.

To be successful as an Administrative Coordinator, you should be able to oversee and ensure smooth and efficient daily office operations. They must have a high-quality productivity level within a fast-paced environment, prioritize tasks, and be able to handle matters that are complex, sensitive, and confidential.

KEY RESPONSIBILITIES

Office Administration:

• Monitor and procure supplies, minimal participate in procurement budget process
• Serve as main point of contact for Samaritans collateral procurement (letter head, envelopes, swag); Collaborate across departments to evaluate needs
• Help maintain cleanliness of the office, and compliance with related office policies
• Monitor office cleaning schedules, work with building management
• Respond to the business phone line, general voicemail box, and info email inbox daily
• Receive, sort, and distribute deliveries
• Welcome and provide general reception support to visitors
• Assemble swag bags for visitors or ship as requested
• Carry out general clerical duties and facilitate document management policy
• Assist in the research and selection of vendors and purchase equipment, services, and supplies
• Work with technology vendors as needed
• Coordinate schedules for recycling and shredding pick up
• Maintain and update SharePoint Intranet pages for Administration team
• Maintain account usernames, passwords, notes
• Organize monthly staff meeting logistics and coordination
• Help plan and execute staff retreat days
• Misc. project coordination, such as staff surveys, various communications, conference registrations and reservations, and ongoing infrastructure improvements

Human Resources:

• Follow hiring policies in accordance with recruiting for staff positions including posting, applicant management in the Applicant Tracking System, interview coordination and materials.
• Draft offer letters and termination letters
• Assemble new hire onboarding packets and coordinate equipment logistics
• Procuring nametags, employee business cards, desk name plates and supplies needed for new hires as well as updating all appropriate staff lists
• Coordinate delivery and return of employee laptops and equipment
Maintain and update HR SharePoint Intranet site as needed

KEY QUAIFICATIONS & CHARACTERISTICS

• Previous experience in office management, admin. support, human resources preferred
• Proficient computer skills, including Microsoft Office (Excel, Word, PowerPoint, and Outlook) and Zoom
• Database experience with Salesforce or other CRM, and ATS desired
• Essential skills for success in this role include:
  • Planning and organization
  • Proofreading and editing
  • Ability to maintain strict confidentiality
  • Ability to multi-task and remain flexible with competing priorities
  • High degree of attention to detail and ability to accomplish tasks in timely manner
  • Willingness to learn new information and technology
  • Must be able to work independently and collaboratively
• Flexible work hours for occasional events
• Occasional physical demands such as running local errands or handling office supply deliveries

SALARY & BENEFITS

• $60k Salary
• Employer matched 401(k) Plan
• Short and Long-Term Disability coverage as well as Life Insurance
• Health (Samaritans covers 85% of premium), Dental (Samaritans covers 90% of premium) and Vision insurance
• Healthcare and Childcare FSA, Commuter Benefits and Employee Assistance Program
• Generous Vacation (New hires start with 10 days), Sick (8 days) and Personal Time Off (5 days)
• Paid Family Medical Leave benefits
• 14 paid holidays
• Direct deposit payroll

Samaritans' employees must be vaccinated against COVID-19 or obtain an approved medical or religious exemption. An offer is contingent upon proof that the candidate is fully vaccinated or qualifies for an exemption. Currently our office is re-open on a hybrid schedule with an average of 2 days per week in office, after a period of onboarding for new hires. Out of state applicants will be required to relocate to Massachusetts within six months of employment and also work the same hybrid schedule as all employees.

Samaritans is an equal opportunity employer and is committed to hiring staff who reflect the diversity of the communities we serve. Candidates of color, bilingual, and bicultural candidates are strongly encouraged to apply. Equity, Justice and Inclusion - We value the full diverse community which our organization serves. As such we endeavor to make our organization reflective and representative, striving to enable access to our services regardless of identity, beliefs, or circumstances. We aspire to embrace change and to encourage growth.

Applications that are missing a resume or cover letter may not be considered.

Disclaimer: During the course of the interview, we may inquire about sensitive topics, including the applicant's connection to suicide. We approach these questions with the utmost respect and understanding, recognizing the potential emotional impact they may have. Participation in answering such questions is entirely voluntary, and applicants are encouraged to skip any inquiries that they find uncomfortable. The purpose of these questions is solely to gather relevant information for the assessment process, and all responses will be handled with confidentiality and sensitivity. If at any point an applicant feels distressed or uncomfortable, they are encouraged to communicate their concerns to the interviewer or withdraw from answering specific questions.