Job Posting for Citizens’ Housing and Planning Association: Office Administrator

Title: Office Administrator

Organization: Citizens’ Housing and Planning Association

Brief Summary of Position:

The primary responsibility of the Office Administrator is to perform a wide range of administrative and office support activities for CHAPA’s 10‐person team in order to facilitate the efficient operation of the organization.

Citizens’ Housing and Planning Association (CHAPA) is the non-­profit umbrella organization for affordable housing and community development activities in Massachusetts. Established in 1967, CHAPA has a diverse and active membership of more than 1,500 people, including volunteers and professionals in the private, public, and non-­profit sectors. CHAPA pursues its goals through advocacy with local, state and federal officials; research; education and training; and programs to expand rental and homeownership opportunities. For more information, please visit http://www.chapa.org.

Responsibilities: 

  • Office Administrative Oversight:
    • manage and distribute phone calls
    • open, sort and distribute incoming mail and correspondence and prepare and send outgoing mail
    • receive and direct visitors
    • general clerical duties including photocopying, fax, filing and mailing
    • maintain office supply inventories
    • coordinate maintenance of office equipment
    • communicate any space needs with building maintenance
    • help with staff IT questions and coordinate with IT, phone, and other consultants as needed
    • develop and disseminate new office procedures and information as needed
  • Provide Staff Administrative Support:
    • handle requests from the public for information
    • regularly update information for the public
    • resolve administrative problems and inquiries
    • prepare and modify documents including correspondence, memos and emails
    • handle occasional mailings
    • schedule and coordinate meetings, appointments and travel arrangements for staff
    • assist with preparing staff presentations
    • assist Communications Manager with membership functions
    • help maintain contact and membership database
  • Events & Meetings:
    • prepare packets and name tags for events
    • assist with registration for forums, conferences and Annual Dinner
    • handle logistics, including securing space and ordering food, for forums and conferences
    • coordinate staff, Board, and Policy Leadership Council Meetings, including reserving the space, sending reminders, handling any A/V needs, preparing materials, and taking minutes
    • support A/V and teleconferencing needs for meetings
  • Executive Team Support:
    • handle scheduling for CEO and COO and help prepare the executives with schedule a week in advance
    • provide assistance with memos and mailings
    • assist with follow up assignments from internal meetings
    • provide internal meeting briefs and meeting next steps
    • handle reimbursement invoices and other administrative needs
    • maintain upcoming calendar of events

Qualifications:

The candidate must have an interest in the substance of CHAPA’s work, including a sensitivity to the needs of people of low incomes. In addition the candidate must have the following skills:

  • the ability to work collaboratively with coworkers
  • the ability to problem-solve and research solutions
  • the ability to work simultaneously on multiple tasks
  • be well-organized
  • strong communication skills, both written and verbal
  • excellent planning and organizing skills
  • enjoy a bustling office environment
  • knowledge of operation of standard office equipment
  • computer skills and knowledge of relevant software, including all Office products
  • experience with databases and data entry
  • knowledge of clerical and administrative procedures and systems such as filing and record keeping
  • the willingness to be flexible & adaptable
  • knowledge of principles and practices of basic office management
  • team support-oriented
  • an Associate’s or Bachelor’s degree preferred

Salary:

The salary is commensurate with experience. CHAPA also provides a generous package of benefits including vacation and sick time, health insurance, short-term disability insurance, life insurance, and retirement benefits.

To Apply:

  • Candidates of diverse backgrounds are encouraged to apply. Please submit a cover letter and resume to Karen Wiener at kwiener@chapa.org by April 7, 2017.
  • Diversity creates a healthier atmosphere: CHAPA is an equal opportunity employer