Administrative Coordinator and Operations Assistant

Position Title: Administrative Coordinator and Operations Assistant

Reporting Relationship: Chief Operating Officer

Employment Status: Full Time, 40 hours/week, Exempt

Location: Providence, RI. This position is based in Providence but will be expected to work out of our Boston location periodically.

Overview: Ronald McDonald House Charities® of New England (RMHCNE) cares for families with children who are ill or injured. We provide services that remove barriers, strengthen families, and promote healing when children need healthcare. We envision a world where every family has what they need to ensure the best health outcomes for their children.

Position Summary:

The Administrative Coordinator and Operations Assistant is the primary administrative support for RMHCNE and assures smooth operation of the organization. This entry-level position is responsible for the proper functioning of all office equipment and technology for the staff. In collaboration with the Operations Team, the Administrative Coordinator and Operations Assistant is responsible for supporting the day-to-day operations of the Ronald McDonald House of Providence. This includes assisting with family intake and stay experience, data entry, and overall operations.

Principal Duties and Responsibilities:

Administrative Coordinator:

• Maintain operation of all office equipment and make sure all needed supplies are available. Serve as primary contact with office equipment vendors to ensure proper function and smooth operations. Equipment includes copiers, a postage machine, credit card machine, phones, fax, and computers.

• Serve as technology support in partnership with the Chief Operating Officer for Technology Strategy.

• Keep log of employee tech support needs from internal IT help desk partner.

• Maintain employee equipment log to ensure employees have the necessary tools to do their jobs.

• Order office supplies.

• Open, sort and distribute incoming mail daily.

• Prepare and send FedEx mailings as needed.

• Answer the phones and doors and provide excellent customer service.

• Provide administrative support for the Chapter as needed.

• Arrange off-site meetings, prepare agendas, gather needed meeting materials.

Operations Assistant:

• Assist with the daily responsibilities of the House to guarantee the House always operates at the highest standards.

• Promote House values, mission, and a supportive atmosphere for all staff, volunteers, and families following the Operations Manual and the General Administrative Practices and Guidelines.

• Ensure all House procedures, policies, and guidelines are closely followed to secure the safety of all families, volunteers, and staff.

• Provide support to families during the check-in, check-out process and during their stay.

• Responsible managing and updating the online referral forms.

• Manage family stay database process from entry to check-out to reporting of statistics.

• Manage Wish Lists, printed and online through Amazon and Target.

• Assist with cleaning and organizing all areas of the House, including guest rooms, to ensure a proper and professional appearance.

Minimum knowledge, skills, and abilities required:

• Bachelor’s degree preferred.

• Zero to two years of experience in an office or nonprofit setting.

• In-depth understanding of MS Office suite.

• Strong communication and interpersonal skills.

• Language fluency in Spanish a plus.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Strong passion for the Mission of RMHC New England.

• A commitment to an inclusive, diverse, and compassionate environment.

• Ability to work cooperatively in a small staff-team structure.

Working Conditions:

This position is full-time with primary hours typically falling during normal business hours (Monday through Friday 9am -5pm). Ability to work a flexible schedule, when needed, according to the needs of the organization. Occasional evening and weekend hours may be required. Position works in an office that is set in a home-like environment. Some light housekeeping, ground maintenance, and lifting may be required.

COMPENSATION & BENEFITS:

This position pays $35k annually, offers 100% health/dental/vision coverage, 15 PTO days annually, 401K with a company match, life insurance, and long-term disability insurance. It is an exempt/salaried and benefited position, with an expectation of a minimum of 40 hours per week. It is an ‘at will’ employment position, which means that either RMHCNE or the employee may terminate employment at any time, with or without cause or without notice.

How to Apply: Interested parties, please send a resume and cover letter to tledo@rmhcne.org. Please note “Administrative Coordinator and Operations Assistant” in the subject line. No phone calls please. The position will remain open until it is filled. RMHCNE is an equal opportunity employer.

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The above statements are intended to describe the general nature/level of work being performed by the individual assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Other duties as assigned.

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Job Type: Full-time

Pay: $35,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Providence, RI 02905 (Required)

Ability to Relocate:

• Providence, RI 02905: Relocate before starting work (Preferred)

Work Location: In person

Salary : $35,000