Operations Administrative Assistant Jobs in Needham, MA

Jamaica Plain Neighborhood Development Corporation (JPNDC) is a grassroots community development corporation anchored in 49 years of community organizing and resident leadership. We seek to help transform the lives and amplify the voices of Boston residents who have been excluded from prosperity by an inequitable economic system. We build affordable housing that allows people to thrive, provide economic prosperity services that help people build on their strengths, and organize people to pursue the changes they desire. Based in Jamaica Plain, we envision an equitable and inclusive Boston in which all people have access to secure housing, economic prosperity for their families, safe and vibrant childcare and neighborhoods with strong community relationships, political power, and opportunities to fulfill their potential.

JPNDC's Family Childcare program (FCC) is a system of 115+ independent licensed early educators offering childcare in their homes to low-income children with public childcare subsidies. JPNDC supports educators in providing high-quality early education and care designed to prepare children for success in school and life. We also support families through an array of wraparound services and enrichment activities.

JPNDC offers an extensive benefits package! Up to 90% of individual insurance premiums paid for health insurance, vision, and Altus dental insurance, 2 weeks of vacation plus one week at the end of the year and 14 holidays recognized per year, employer-paid life & disability insurance, a vested 403b retirement, and much more! CEU Credit or comparable training offers to support professional development in areas of: DEI, economic and workforce development, early childhood education, and affordable housing and real estate finance.

The Operations Program Administrative Assistant plays a key role in ensuring the effective daily functioning of our Family Childcare program. This position performs all general receptionist duties, which include general office operations, parent and educator intake, payment coordination, event logistics, and internal systems tracking, and serves as a liaison between the Operations and Family Child Care departments. The Operations Program Administrative Assistant ensures operational needs are met efficiently and that department activities run smoothly and on schedule.

• Welcoming visitors to the office, directing them to the appropriate staff person, and meetings.
• Schedule and coordinate department meetings, assist with all staff retreats as directed by the Office/IT Manager.
• Assist Senior Coordinator with departmental communications via email, flyers, and office signs/posters.
• Assisting the Senior Coordinator with vendor communications as needed
• Ensure the program's preparation for meetings by collaborating with internal and external stakeholders to obtain agendas and compile meeting materials.
• Answer virtual telephone line, screen calls for program members, answer questions, and direct them to appropriate staff.
• Manage program conference room and events calendars for all departments. (e.g., scheduling, booking conference/meeting rooms, participant communications, Teams/WebEx/Zoom services, catering, ensuring meeting materials and agenda are provided in advance)
• Arrange, pick up, and distribute all received mail & packages. Sort and distribute incoming mail and deliver outgoing mail.
• Manage general administrative duties such as filing, typing, copying, binding material, either manual or electronic, scanning, etc.
• Manage program supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintain inventory stock in conference rooms, copier placement areas throughout the office, and the kitchen.
• Maintain common areas, including the kitchen, administrative storage, conference rooms, and spaces with office equipment. Assist in keeping the general office space clean and clutter-free.
• Provide additional support as directed by the program manager

• Finance- Data Entry
  • Enter check/money order data into the daily check log and ensure payments are sent to Finance appropriately.
  • Receive and distribute payments for childcare fees to the Finance Department by mail and walk-in.
  • Handle any other requests as needed, such as yearly audit items.
• Operations Management- Administrative Requests
  • Provide administrative back-up support to the operation's administrative assistant needs.

• Associate's degree required, Bachelor's preferred.
• 3-5 years of experience in operations, facilities, or office coordination.
• Strong organizational, communication, and multitasking skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams).
• Familiarity with Smartsheet, Salesforce, or other database platforms preferred.
• Bilingual English/Spanish preferred.
• Strong interpersonal and problem-solving abilities are important.
• Punctual and possesses excellent time management.
• Ability to lift or move office supplies and event materials occasionally.

Full-time, on-site, Monday-Friday, 9 a.m. to 5 p.m., with occasional evenings or weekends for events.

This is a full-time, salaried position with a generous benefit package. Salary range is $55,000 - $60,000.

Applicants must submit both a resume and a cover letter to be considered for this position.