Office Coordinator

Administrative Assistant

Responsibilities

Provide professional, confidential administrative support to the Massachusetts Leadership Team.

Draft, compose, and edit error-free written materialsincluding letters, memos, emails, reports, charts, spreadsheets, presentations, agendas, and meeting minutesas directed by Leadership.

Assist with the development and distribution of communications and outreach materials.

Screen and respond to inquiries via phone, email, and in person; provide accurate information based on knowledge of departmental policies, procedures, and operations.

Provide technical assistance and guidance to regional administrative staff on Tuition Assistance (TA) processing, iProcurement, SSD, and other administrative procedures.

Act as a liaison between members, educational institutions, and program services to support program participation and coordination.

Review financial disbursements to students, educational institutions, and vendors to ensure accuracy and compliance.

Monitor reconciliation processes, including reimbursements, prepayments, and voucher balances.

Create, submit and monitor cohorts in the Master Fund Schedule

Track and troubleshoot tuition assistance issues to ensure timely resolution.

Manage office supplies and coordinate meeting room setup and logistics.

Perform additional duties and special projects as assigned by management.

Qualifications

Bachelor's Degree or equivalent years of experience

Minimum four (4) years experience providing administrative and project management support

Knowledge and demonstrated interest in non-profits, or labor management setting preferred

Telephone etiquette and organizational skills

Ability to prioritize competing demands with a commitment to excellence, accuracy, and attention to details while meeting deadlines

Excellent written and oral communication skills; strong interpersonal skills including team/results oriented, courtesy, tact, good judgment, and sensitivity to work well with all levels of management.

Ability to remain confidential and non-judgmental

Ability to work flexible hours, including some evenings and weekends