Administrative Operations Coordinator

Administrative Operations Coordinator

CommonWealth Purchasing Group (CPG) is a leading group purchasing organization that helps community health centers and nonprofit organizations save on essential supplies and services. By leveraging the joint purchasing power of its members, CPG negotiates significant discounts with top-tier vendors, ensuring cost savings and operational efficiency. With a commitment to supporting mission-driven organizations, CPG empowers its members to focus more resources on delivering high-quality care to the communities they serve.

The Massachusetts League of Community Health Centers (League) was founded in 1972 as one of the country's first state Primary Care Associations (PCAs). Established under the same federal authorizing legislation as the health center program (Section 330 of the Public Health Service Act), PCAs are organized around a set of core functions and competencies that provide a framework for support and assistance to health centers and the communities they serve.

The League is a non-profit 501(c)(3) organization registered as a public charity with the Commonwealth's Secretary of State. It maintains a professional staff at its headquarters in Boston and its training center in Worcester.

Position Summary

The Administrative/Operations Coordinator supports the operational, administrative, and logistical functions of CommonWealth Purchasing Group (CPG) to ensure smooth execution of daily activities and major initiatives. Reporting to the Senior Vice President & Executive Director, the Coordinator serves as a central hub for contract routing, conference and tradeshow logistics, financial processing, and internal office operations. This role manages contract workflows with Docusign, legal review coordination with Mass League counsel, and maintains organized documentation across Monday.com, HighQ, and Salesforce. The Coordinator also oversees CPG's extensive conference calendar, vendor and member operational support, onboarding processes, internal scheduling, and office administration. Through highly reliable coordination, communication, and follow-through, this position strengthens CPG's operational infrastructure and enables staff across sales, marketing, vendor relations, and member engagement to perform at their highest levels.

Essential Functions:

Contract Support & Legal Liaison

• Prepare, route, and manage Docusign envelopes for contracts, renewals, and amendments.
• Track contract timelines and proactively flag upcoming expirations.
• Serve as liaison with Mass League legal counsel to facilitate redlines, legal review, and signature routing.
• Maintain organized contract files, naming conventions, and document repositories within Monday.com and HighQ.

Conference & Tradeshow Logistics

• Maintain and update a master calendar of 40+ annual conferences, including staff assignments, key deadlines, and budget considerations.
• Coordinate registrations for exhibit booths, sponsorships, and attendee passes, including PCA-specific requirements.
• Oversee the logistics and shipping of conference materials such as banners, signage, collateral, and promotional items.

Financial Coordination & Budget Support

• Submit payments and process registrations, sponsorships, and PCA/Member fee invoices.
• Track and help confirm vendor payments related to contracts, in coordination with the finance team and CPG Reporting Analyst.
• Prepare and process Check Vouchers for payments, subscriptions, and reimbursements.

Sales & Member Operations Support

• Support new member onboarding by preparing and shipping welcome kits and marketing collateral.
• Onboard members and vendors into CPG's CRM (Salesforce) and maintain accurate data entry.
• Assist the Member Resource Consultant (MRC) team with travel coordination, scheduling, and preparation of materials for field visits and Advisory Board meetings.

Internal Administration & Office Operations

• Manage office supply orders, equipment, and workstation setup for CPG staff.
• Coordinate with Mass League operations and facilities on issues including cleaning, HVAC, and general maintenance.
• Plan and support internal meetings and events, including room setup, catering, agendas, and materials.
• Provide calendar management, inbox support, and administrative assistance to leadership as needed.
• Assist with monthly Amex reporting and reconciliation tasks for leadership.

Competencies/Skills

• Committed to League mission: population health, social justice, and DEIB
• Professional communication skills (written and verbal); effective active listening
• Strong organizational skills and attention to detail; manages multiple priorities and deadlines
• Proactive problem-solver; identifies gaps, assesses risk, and delivers timely solutions
• Critical thinking and technical data analysis capabilities
• Proficient in MS Office, CRM platforms, and project management tools (Salesforce, Monday.com, HighQ); quick to learn new systems
• Up-to-date knowledge of business and information technology
• Builds relationships across diverse backgrounds
• Sound judgment and discretion; effective liaison between teams and external partners
• Reliable team player; flexible with positive attitude
• Logistics, scheduling, and project coordination in fast-paced environments
• Calendar management, document preparation, and event coordination, including conferences/tradeshows
• Maintains organized digital files and workflows
• Basic budgeting, invoicing, and financial processing

Education/Experience

• Associate's degree
• Minimum 2-3 years' experience required
• Business management, accounting, finance, operations.

What We Offer

The Massachusetts League of Community Health Centers offers a comprehensive and competitive benefits package, including:

• Hybrid work schedule: 2 days in-office and 3 days remote
• Medical, dental, and employer-funded HRA coverage
• Employer-paid life, short-term, and long-term disability insurance
• Optional supplemental life insurance
• Flexible Spending Accounts (FSA)
• 403(b) retirement savings plan with potential employer contribution
• Transit reimbursement program
• Generous paid time off, paid holidays, sick leave, and additional leave benefits

Benefits eligibility and coverage may vary based on employment status and plan provisions.

The Massachusetts League of Community Health Centers is an equal opportunity employer committed to a workplace that reflects the diversity of the people of Massachusetts, including populations most impacted by health inequities.

It is the policy of the Massachusetts League of Community Health Centers to provide equal employment opportunity to all employees and applicants for employment without regard to race, sex, sexual orientation, gender identity or expression, color, creed, religion, national origin, age, disability, marital status, parental status, family medical history or genetic information, political affiliation, military service or any other non-merit based factor in accordance with all applicable laws, directives and regulations of federal, state and city entities.