Administrative Operations Coordinator

Administrative Operations CoordinatorCommonWealth 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 SummaryThe 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 LiaisonPrepare, 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 LogisticsMaintain 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 SupportSubmit 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 SupportSupport 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 OperationsManage 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/SkillsCommitted to League mission: population health, social justice, and DEIBProfessional communication skills (written and verbal); effective active listeningStrong organizational skills and attention to detail; manages multiple priorities and deadlinesProactive problem-solver; identifies gaps, assesses risk, and delivers timely solutionsCritical thinking and technical data analysis capabilitiesProficient in MS Office, CRM platforms, and project management tools (Salesforce, Monday.com, HighQ); quick to learn new systemsUp-to-date knowledge of business and information technologyBuilds relationships across diverse backgroundsSound judgment and discretion; effective liaison between teams and external partnersReliable team player; flexible with positive attitudeLogistics, scheduling, and project coordination in fast-paced environmentsCalendar management, document preparation, and event coordination, including conferences/tradeshowsMaintains organized digital files and workflowsBasic budgeting, invoicing, and financial processingEducation/ExperienceAssociate's degreeMinimum 2-3 years' experience requiredBusiness management, accounting, finance, operations.What We OfferThe Massachusetts League of Community Health Centers offers a comprehensive and competitive benefits package, including:Hybrid work schedule: 2 days in-office and 3 days remoteMedical, dental, and employer-funded HRA coverageEmployer-paid life, short-term, and long-term disability insuranceOptional supplemental life insuranceFlexible Spending Accounts (FSA)403(b) retirement savings plan with potential employer contributionTransit reimbursement programGenerous paid time off, paid holidays, sick leave, and additional leave benefitsBenefits 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.