Job description

Transition House’s mission is to end domestic violence in our community. For over 40 years, Transition House has worked throughout Cambridge and beyond to create a culture where breaking the cycle of violence is an ongoing priority and where people affected by domestic violence can live in safety, access housing, resources and the holistic support they need to thrive.

Transition House values diverse life experience and is an Equal Opportunity/Affirmative Action Employer. Bilingual/bicultural applicants, survivors of domestic violence, persons of color, people with disabilities and GLBTQI people are strongly encouraged to apply.

-NO RESUMES WILL BE REVIEWED WITHOUT AN ENCLOSED COVER LETTER-

Position Summary: Responsible for supporting Transition House’s administrative operations, fund development and coordinating special projects as assigned.

Reports to: Operations Director

Essential Duties and Responsibilities:

Operations

• Support accounts payable and accounts receivable functions, including monthly credit card statement reconciliation

• Support annual audit reporting process

• Coordinate Quarterly review with accountant to match general ledger to our reconciliation

• Respond to calls and assess navigation of calls based on the nature of the crisis (forwarding to hotline, Community Intake Line, Safelink etc.)

• Manage working relationships with a variety of vendors (including those in building trades, maintenance, IT, office equipment, etc.)

• Lead the bids research process for potential vendors along with maintaining current vendor relations

• Respond to maintenance order requests at Emergency Shelter and Administrative Office;

communicate with appropriate professionals and follow through on successful resolution of needs

• IT Troubleshooting (all office equipment)

• Complete scheduled Monthly Neon report for Operations Director and Accountant to review.

• Coordinate and purchase orders throughout programs

• Assist with processing of payroll functions, including on boarding of new employees for the review of Director of Operations, creation of new employee email addresses

• Set up all necessary technological equipment prior to onboarding of new employees

• Process weekly bank deposits

• Review and identify monthly receivables with Director of Operations

• Retrieve daily mail from post office, sort and distribute to appropriate program

• Manage Administrative Google Drive for operational and development needs

• Manage and liaise with Shelter Operations Coordinator for all operational needs at the shelter (including renovations & maintenance projects)

Development

• Manage, maintain, and update donor and grant data management system

• Ensure all executed grant reports are uploaded to Donor database

• Create and review monthly donation reports through donor database

• Coordinate and process in-kind donations

• Work with Senior staff and board members to plan and execute a variety of different events each year including public events and fundraisers

• Collaborate with Development Liaison to manage Transition House’s social media (Facebook, Twitter, Instagram)

• Assist Executive Director with preparation for board meetings

• Research donors and potential donors

• Maintain positive connections with donors

• Update and generate acknowledgment letters and develop creative ways to appreciate donors

Administration

• Collect and filter through mail each day

• Coordinate and manage monthly cleaning and office supply order

• Create Flyers and promotional materials for internal use

Qualifications

To perform this job successfully, an individual must perform each essential duty satisfactorily and demonstrate the knowledge and skills necessary to provide support to various staff. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Personal and professional Qualifications

• Must exhibit a very high level of professionalism.

• Superb oral and written communication and moderate math skills

• Must be able to always communicate with colleagues effectively

• Demonstrated capacity to work in a nontraditional work environment with people from diverse cultural, economic and linguistic backgrounds.

• Proven ability to be proactive and meet multiple deadlines and balance numerous projects simultaneously.

• Capacity to perform well under pressure, with tight deadlines and when unusual needs arise.

• Uphold the organization’s high standard of ethics and commitment to social justice.

• Uphold the organization’s demand for the confidentiality of our clients.

• Promote a positive image of Transition House in communication and interaction with program participants, co-workers, and external community.

• Embody a positive attitude, flexibility and ability to work collaboratively and productively in a dynamic, change-driven, highly collaborative and informal environment.

• Capacity to be empathic toward survivors of domestic violence, homelessness and trauma.

• Highly proficient and up-to-date computer skills including MS Office Suite and comfort with data management systems.

• Must be self-directed, thrive in an unpredictable environment and have a sense of humor.

• Strong attention to detail and organization is imperative to be successful in this role

• Must keep a clean working environment

• Valid driver’s license required.

• CORI check required.

Supervisory Responsibility

N/A

Education

BA required

Experience

At least two years of administrative experience, preferably in a nonprofit setting.

Physical Demands

Ability to climb stairs, bend and lift items up to 20 lbs, walk up to a half mile between different sites.

Job Type: Full-time

Pay: $27.47 - $29.67 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Professional development assistance

Schedule:

• 8 hour shift
• Day shift
• No weekends

Ability to commute/relocate:

• Cambridge, MA: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

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