Office Manager

Health Resources in Action, Inc. (HRiA) is a non-profit organization working to improve and reimagine public health. We connect, consult, and collaborate to solve complex challenges of access and equity in our health and social systems. Together with our partners, clients, and collaborators, we create actionable solutions so that all people can thrive.

In 1957, The Medical Foundation (TMF) was created to primarily fund biomedical research in Massachusetts. Since then, we’ve been on a journey of evolution. We changed our name to Health Resources in Action (HRiA) to reflect our impact in the field of public health. Today, HRiA works with individuals, organizations, and communities to drive a policy and systems change approach to advance health and racial equity.

HRiA seeks sustainable solutions for complex problems using an anti-racist approach. We aim to be adaptable and flexible in meeting clients and partners where they are, offering our decades of knowledge and resources to collectively realize our dream of equitable, sustainable health for all. The foundation of this work is centered on our values:

• Health and racial equity by identifying and addressing the root causes of health inequities, intentionally working to shift narratives and power imbalances and disrupt all systems of oppression.
• Leading with heart by demonstrating our passionate commitment to our work, continuously challenging ourselves with humility and vulnerability while pursuing and holding ourselves accountable to our mission.
• Collaboration by intentionally and respectfully leading, partnering, and following to strengthen relationships, uplift different voices and build trust.
• Innovation by driving toward new strategies, questioning norms, and continuously learning and evolving to support the needs of our clients and communities.

HRiA offers exciting, engaging, and challenging employment opportunities for facilitators, trainers, researchers, analysts, policy specialists, grant managers, and more. People come to HRiA because of our commitment to advancing health equity and inspiring work; they stay for our wonderful clients, partners, and dedicated and dynamic staff. With our growing portfolio of high-impact work, person-centered policies, and generous benefits, our team continually invests in making HRiA a great place to work. Our diverse staff of over 270 people hail from 30+ states, with a home base in Boston’s Chinatown neighborhood.

Position Description

Health Resources in Action (HRiA) is seeking a proactive, highly organized Office Manager to help create a welcoming, efficient, and mission-aligned workplace for our staff, partners, and visitors. This role is ideal for an experienced administrative or office management professional with 4–7 years of related experience who enjoys keeping operations running smoothly, improving systems, supporting executive and team needs, and coordinating the day-to-day details that make an office thrive. The Office Manager will play a key role in maintaining our in-person office environment, supporting facilities, events, vendor relationships, and administrative processes while contributing to HRiA’s collaborative culture and commitment to health and racial equity. This is a part-time role required to be in the office on Tuesdays - Thursdays from 9:00am - 5:00pm ET. The salary range for this position is $37,200 - $39,000 (at 0.6 FTE), $62,000 - $65,000 (full-time annually).

Benefits

HRiA offers strong benefits to its employees, including:

• Competitive salaries
• Health insurance
• Retirement plan
• Flexible summer hours
• Vacation starting at 4 weeks
• 13 paid holidays, plus office closure time during the last week of December.

Duties & Responsibilities

Office Management – HRiA Administration

• Act as receptionist: greet visitors, ensure the reception space is professional and tidy; respond to phone calls to the main phone line.
• Read, redirect, or reply to AskOps, HRiA General, HRiA Admin, Operations HRiA, and Purchasing Outlook accounts.
• Receive and sort incoming mail and deliveries.
• Coordinate outgoing shipments and mail.
• Ensure all checks and invoices received in the mail are transmitted to Finance for processing.
• Manage, maintain, and troubleshoot staff questions for the organization’s accounts including:
  • Postage sites, Stamps.com, Fed-Ex, UPS
• Identify opportunities for process and office management improvements, design, and implement new systems and, when applicable, policies.

Office Management – Facilities & Operations

• Oversee and support all central administrative duties to ensure the office operates smoothly and maintains a good working order for HRiA staff and HRiA subtenants.
• Act as main liaison with building property manager regarding tenant-landlord requests, questions, and issues.
• Ensure the office space is kept clean, tidy, and meets HRiA’s standards for a safe and professional work environment.
• Manage regular communication with the Operations leads from HRiA’s subtenants.
• Manage office supply inventory and place orders as necessary.
• Support organization affinity groups and/or committees with group purchases.
• Manage all office vendor relationships as the main point of contact.
• Implement and manage office seating logistics and moves as part of the organization’s hybrid work model.
• Support new hire onboarding and offboarding including updating key cards, occasional IT infrastructure support, desk set up, operations orientation, etc.
• Assist in keeping all Emergency Preparedness/Security processes and materials up to date.

Office Management – Events

• Maintain organization staff calendar which includes all-staff meetings and events, holidays, and trainings, etc.
• Manage in-office logistics for large HRiA staff gatherings and meetings.
• Support program and department staff on room booking, catering orders, and materials procurement for in-office programming or in-office team meetings.

Executive Administrative

• Provide administrative support as necessary for one or more executives; including but not limited to invoice review and expense reimbursement, calendar management, meeting support including drafting agendas and capturing minutes, drafting emails and other correspondence, processing travel arrangements, and scheduling group meetings.
• Utilize word processing, spreadsheets, power point, and other graphic programs to draft and edit routine correspondence, graphs, tables, and other documents.
• Manages all logistics for leadership team member convenings and retreats.
• Attends and is responsible for Board meeting minutes.
• Reconcile monthly credit card statements for VP of Strategy and Operations and Managing Director, Technology.
• Create, organize and maintain department files and architecture.
• Maintain administrative files, board archives, and key records of the organization and ensure that required meeting minutes, files, decks, etc. are filed appropriately in digital files and paper (when necessary).
• Secure wet signatures of Board, CEO or designee, when needed.
• Support administrative needs of the Strategy & Operations team as needed.
• Communicates professionally and respectfully while maintaining and high level of confidentiality at all times.
• Other duties and special projects as assigned.

Candidate Qualifications

This role requires a strong attention to details and logistics and the ability to operate and find solutions in sometimes unclear, and complex situations. The successful candidate will have the following qualifications:

• 4 - 7 years relevant professional experience in an administrative/office management role
• Demonstrated ability to prioritize and coordinate multiple projects simultaneously while maintaining vigilant attention to deadlines and details
• Ability to work independently, juggle multiple tasks and responsibilities, and meet deadlines.
• Ability to troubleshoot and exhibit resourceful and pragmatic problem solving.
• Excellent communication and interpersonal skills.
• Strong written skills with the demonstrated ability to produce professional correspondence, presentations, meeting minutes, etc.
• Ability to handle sensitive information and documents with confidentiality and discretion

Personal Characteristics

• Dedication to social justice and a passion for achieving health and racial equity.
• A commitment to valuing diversity of thought, backgrounds, and perspectives.
• Creative thinking and willingness to consider and explore various options for achieving an objective or understanding and resolving a challenge.
• Ability to work collaboratively with a wide range of people representing various backgrounds, levels of training, and career stages.
• A healthy sense of humor and the ability to work with grace under pressure.

Procedure for Candidacy

To apply, submit your resume and cover letter online.

HRiA is an equal opportunity, affirmative action employer and is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information.

For more information about the organization visit http://www.hria.org.