Administrative Coordinator

ABOUT THE DEPARTMENT OF HUMAN SERVICE PROGRAMS:

The Department of Human Service Programs (DHSP) creates and coordinates services that enhance the quality of life for Cambridge residents. Driven by the needs of residents, DHSP’s extensive services and programs touch almost every sector in the city: from newborns to senior citizens, from school‑aged children to homeless families, from non‑profit organizations to local employers.

Serving as the initial point of contact for individuals contacting and visiting DHSP at 51 Inman Street, the Administrative Coordinator will be responsible for fostering an environment where all employees and visitors feel welcomed and supported. Reporting to the Operations Manager, this position will be responsible for providing logistical and administrative support to the management and the Administration Division for DHSP to ensure the success of daily operations.

The ideal candidate will possess excellent customer service, communication, project management, and problem‑solving skills.

• Support efficient daily operations including but not limited to maintaining a welcoming and orderly reception area, as well as other shared resource and meeting spaces.
• Provide support to senior executive management team. This includes scheduling, office communications and inter‑divisional coordination on behalf of the Assistant Directors and the Assistant City Manager for Human Services.
• Serve as the primary in‑person point of contact at 51 Inman Street for all visitors and staff to the Department of Human Service Programs. Uphold security and visitor procedures for the building. Manage and screen high‑volume multi‑line phone system; respond to public inquiries and redirect to the correct programs, resources and city departments with accurate information.
• Management of the building’s conference room calendar for staff meetings. Help provide basic technology setup support for virtual meetings on Zoom/Teams.
• Support the efficient operation of the department’s work order system. Submit IT service requests for staff through City’s IT Help Desk and internal DHSP work orders through the internal system.
• Support internal communication efforts within the department. Assist with the development and distribution of department‑wide communications including flyers, posters, announcements, and newsletters.
• Direct all incoming and outgoing mail and packages within the department. Bring outgoing and internal mail to City Hall daily.
• Monitor inventory levels and order office supplies. Keep accurate records of purchase orders and maintain a tracking spreadsheet for all related purchases.
• Maintain the department staff contact directory and parking information list.
• Help provide set up and logistical support for department events.
• Support the onboarding of new staff by setting up work spaces, assisting with the completion of required paperwork, and orienting them with resources within the building, department, and City.
• Collect staff timesheets, verify signatures, and submit them to department payroll on a weekly basis.
• Support the department’s weekly paycheck distribution process and monthly T‑Pass distribution for staff.
• Assist with the collection and tracking of required employee trainings and surveys including: new hire trainings, the City Commuter Survey, and IT cybersecurity training courses.
• Maintain compliance records as necessary.
• Support the department’s mission to enhance family access to programming and services.
• Support the Administration Division with processing of bills payable and receivables as necessary.
• Actively engage in and support the Department’s Race and Equity Initiative.
• Assist in special administrative projects and other duties as assigned.
• Demonstrate continuous effort to improve operations and streamline work processes

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High School Diploma or equivalency required.
• 3 years of administrative and customer service skills.
• A combination of equivalent experience and education may be considered.