Job Description

City of Boston Residency Required

Mission Statement

The mission of the Boston Public Health Commission (BPHC) is to work in partnership with communities to protect and promote the health and well-being of all Boston residents, especially those impacted by racism and systemic inequities. The BPHC sets an expectation that all staff and leadership commit, individually and as part of the BPHC team, to hold ourselves accountable to establishing a culture of anti-racism and advance racial equity and justice through each of our bureaus, programs, and offices.

Job Description

• Coordinates administrative functions, operations, and fiscal support for the Chronic Disease Prevention & Control Division.
• Meets with the Division Director in a confidential capacity.
• Coordinates division's fiscal functions:
  • Supports division fiscal functions under direction of Director and Bureau Administrator, including monitors grant and city budget expenditures for designated non-personnel categories; tracks contract paperwork; opens purchase orders; reviews and processes invoices; and related duties.
  • Supports program coordinators and managers in monitoring contract compliance by community organizations.
  • Works with vendors to purchase goods and services.
  • Works with subrecipients of the division's funding. Provides technical assistance to community members and organizations to meet BPHC's fiscal requirements.
• Coordinates division administrative & operational functions:
  • Coordinates with staff and community partners in logistics planning for meetings, trainings, and events, including identifying community meeting spaces, ordering food, meeting set-up, and related duties.
  • Provides staff support to other Division staff as assigned, including collecting, analyzing, and reporting information, attending meetings, taking minutes, and related duties.
  • Assists with developing and distributing flyers, brochures, and other educational and promotional materials.
  • Coordinates division's internship administration with BPHC's Human Resources and Professional Development offices.
  • Tracks division program activities using Excel and other databases to meet performance management reporting requirements. Inputs data and produces reports.
  • Maintains inventory of program materials and office supplies. Order supplies and materials.
  • Develops and implements administrative processes as needed.
• Coordinates small grants and projects with external partners:
  • Coordinates Cancer Ride program, including managing voucher inventory and working with participating hospitals to track voucher distribution
  • Responds to inquiries and maintains liaison with various external agencies to provide information.
• Represents division at meetings and community events.
• Performs related duties as required.

Minimum Qualifications

BA/BS and 2 years of equivalent experience in operations support, business administration, public health, public administration, or related area, OR 5 years of equivalent experience in operations support, business administration, public health, public administration program coordination may be substituted for undergraduate degree. A Master's degree in relevant area may be substituted for 2 years of experience.

• Basic knowledge of office procedures and fiscal systems for budget, ordering and accounts payable.
• Exceptional organizational skills and attention to detail. Ability to develop timelines and meet deadlines.
• Ability to prepare reports and to maintain accurate records. Ability to work with numbers.
• Excellent interpersonal skills. Ability to communicate effectively and maintain harmonious working relationships with others.
• Advanced knowledge & experience with MSOffice, MSWord, Excel, and PowerPoint, and online meeting platforms like Teams and Zoom
• Ability to understand, explain, apply the laws, rules, regulations, policies, procedures of unit activities.
• Ability to design flyers and informational materials
• Demonstrated cultural competence with the diverse ethnic, cultural and socio-economic groups.
• Bilingual and/or bicultural applicants encouraged to apply.
• MA drivers' license preferred.

Additional Information

• City of Boston residency is required; Allston, Back Bay, Bay Village, Beacon Hill, Brighton, Charlestown, Chinatown, Dorchester, Downtown, East Boston, Fenway-Kenmore, Hyde Park, Jamaica Plain, Mattapan, Mid-Dorchester, Mission Hill, North End, Roslindale, Roxbury, South Boston, South End, West End, West Roxbury, Wharf district.
• A Criminal Offenders Records Information request must be completed for this position. However, a record is not an automatic bar to employment but is reviewed in relation to the job applied for.
• Certain immunizations will be recommended and/or required prior to commencement of employment duties.
• Any position that requires an advanced degree will be subject to education verification.
• Certain positions at the BPHC may be Grant Funded.
• The Boston Public Health Commission is an EEO Employer and all applicants meeting the minimum requirements are eligible to apply.
• Certain positions at the BPHC may require Child Protective Service Background verification.
• The advertised shift and schedule are subject to change at the department's discretion.

Shift

Monday- Friday, 9-5. Occasional evening and weekend hours to support meetings and events.

Grant Funding Information

This position is not dependent on grants / external funding sources.

Pay Range

$55,000 - $65,000

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