(full-time equivalent), non-exempt position
Reports To: Executive Director
Jeremiah Program – Boston is seeking a full-time Administrative Associate who is responsible for the daily administration and organization of the campus office as well as assisting with the coordination and planning of projects and events.
The Administrative Assistant is responsible for the daily administration and organization of the campus office as well as assisting with the coordination and planning of projects and events. This position provides overall support to the Executive Director (ED), Director of Development, Programming Staff, and administrative support to the Community Board of Trustees and Committees. Responsibilities also include maintaining the Boston donor database and assisting with Special Events as needed. The position also functions as program coordinator support to the Executive Director and Family Services by performing administrative duties relates to planning, directing, and coordinating the operational activities of the program in a way that is consistent with the standards, policies, and procedures of the Jeremiah Program model. Also will be responsible for ongoing, proactive evaluation and implementation of administrative efficiencies and will collaborate with all staff to ensure seamless service delivery for Jeremiah Program team, families, volunteers, and guests
A) Administrative Support
Follow up with constituents via phone and email.
Assist with higher-level projects and special assignments as directed by the Executive Director.
Assemble materials and documents as necessary to complete special reports or assignments.
Communicate positively and respectfully with staff, board, volunteers, and participants.
B) Office Coordination
Maintain contact information for all Jeremiah Program Campus constituents in Raiser’s Edge.
Maintain customer confidence and protect operations by keeping information confidential.
Collaborate with the National Office to ensure processes and procedures are consistent with organizational protocol.
Evaluate, identify and recommend changes to office procedures for effectiveness and efficiency.
C) Board and Committee Support
Coordinate board activities, meetings, calendars and other processing of organizational documentation.
Maintain and update the roster and contact list for all committees and the board; communicate any changes to respective parties.
Collaborate with committee/board chairs to prepare, post, and distribute agendas and meeting materials.
Prepare for all board/committee meetings including setting up the communication technology, refreshments, coffee and post-meeting clean-up.
Leverage volunteers and interns to increase organizational capacity within administration.
In a team environment, interact with management, program participants, and volunteers to improve service delivery and further the development of the participants.
Maintain professional conduct at all times and contribute to the inclusiveness and safe learning environment of Jeremiah Program, in conjunction with the mission.
Provide and promote confidentially at all times.
D) Special Events
Provide support to external consultants. Staff, and event committees.
Liaise with Life Skills and Empowerment Facilitators to ensure accurate scheduling, attendance and hours are tracked and communicated back to Family Coach.
Work closely with the Life Skills Facilitators and Family Coach on scheduling special speakers as is appropriate.
Administrative and presentation support for Life Skills and Empowerment courses.
Manage department calendar and ensure scheduling of events including Graduation, SHERO, and family events.
Create and disseminate communications as needed by the team.
Ensure Jeremiah Families order and receive bi-monthly Kid Packs from Cradles to Crayons.
During the holidays, oversee the Adopt-A-Family program.
Ensure adequate childcare volunteers during Life Skills, Empowerment, and other workshops or events.
Supervise evening programming volunteers (Childcare, Cook for Kids and Life Skills facilitators) providing support as needed to ensure smooth program operations and ongoing communication with Jeremiah Program staff and families.
Assist with the planning and execution of onetime and group volunteer events.
Assist with volunteer recruiting efforts (e.g., service fairs, online recruitment, speaking events, etc.).
Be the main contact for and work with Family Services to determine in-kind donation needs.
Assist with planning and execution of Volunteer Appreciation Events.
Associates Degree; minimum of two years of related experience required; or equivalent combination of education and experience.
Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
Excellent written and oral communication and organizational skills demonstrate the ability to prioritize and handle multiple tasks.
Strong attention to detail, with a commitment to high-quality work.
Ability to interface with both office staff and committee/board chairs in a manner that reflects the core values of the Jeremiah Program.
Prior administrative experience is preferred.
Proficiency in computer skills, i.e. Microsoft Office Suite and internet research.
Ability to multi-task and support multiple individuals and departments simultaneously.
Excellent written and verbal communication skills.
Ability to work outside of “normal business hours” (planned in advance).
Critical Success Factors
Experience working with diverse populations.
Ability to work independently and as a team member.
Ability to handle fast-paced situations and problem solve.
Knowledgeable about community resources
Please send your resume and (optional) cover letter, via email to with ADMINISTRATIVE ASSOCIATE – BOSTON in the Subject Line.
615 1st Avenue NE
Minneapolis, MN 55413