Administrative Coordinator, DCF After-Hours Child Abuse Emergency Line

Company: Judge Baker Children's Center
Location: Boston
Posted on: February 25, 2021

Job Description:

Overview:The Department of Children and Families (DCF) Child Abuse Emergency Line, operated by Judge Baker Children's Center (JBCC), is a statewide emergency response system that provides a critical service to ensure the safety and protection of the Commonwealth's children. The Emergency Line operates 24 hours a day, 7 days a week, 365 days a year, with DCF Area offices fielding calls weekdays from 9:00 am to 5:00 pm. Emergency Line staff are trained to assess the urgency of each call, elicit critical information, and initiate an emergency response when children are at imminent risk. We also provide information and referral when needed. The Emergency Line works in partnership with DCF managers and on-call workers across the state to respond to emergency reports, imminent safety situations and reports of missing or absent children.Founded in 1917, JBCC is a Harvard Medical School affiliate with proven leadership in children's mental health, special education, and child welfare. Recognized for integrating research, training and direct service, JBCC is committed to enhancing the quality of care by bringing best practices to children and families of diverse communities.Position DescriptionJBCC is seeking an Administrative Coordinator to work in the MA Child Abuse Emergency Line program. The Administrative Coordinator will support the Emergency Line program operations including, but not limited to, timely flow of communications, supporting quality assurance and improvement activities, and project management. They will be responsible for administrative functioning including but not limited to scheduling, taking minutes, tracking, monitoring, invoicing, logistics, and data entry. The Administrative Coordinator will participate in Leadership Team meetings.Essential Duties and Responsibilities* Schedule, coordinate, and manage a variety of meetings weekly; manage Zoom links; produce and distribute high quality minutes in a timely manner.* Collaborate with Emergency Line leadership to establish and continually improve communication within the program and with DCF.* Manage staff directories, keeping contact information, addresses, and emergency contact information updated.* Responsible for scheduling new hire, monthly and other trainings; managing Zoom links and registrations; distributing and collecting post-training surveys for analysis by Quality Manager.* Create tracking and monitoring systems for staff recruitment, training, and quality assurance activities* Track applicants for all Emergency Line positions and manage new hire and onboarding paperwork.* Support the Quality Manager with monitoring and reporting as required by DCF and the Emergency Line Quality Management Plan including, but not limited to, tracking performance of quality assurance activities, monitoring progress on quality improvement activities, and ensuring the timely submission of required reports to DCF.* Perform data entry as needed.* Create and edit PPT slide decks and print materials for trainings, meetings, and high level presentations.* Organize, assemble, and distribute training manuals and materials; maintain standard operating procedures manual; keep manuals updated.* Organize and keep materials in electronic Public Drive updated.* Ensure a continuous supply of information packets and print materials, and distribute materials via email and US Postal Service as requested.* Responsible for inventory, distribution, and maintenance of supplies and print materials.* Housekeeping on-site: maintain organized and neatly appearing office, adequate supply of forms available to staff, weekly refrigerator clean-out.* Produce and track invoices.* Support IT Coordinator with inventory and other tasks as requested.* Work collaboratively with JBCC Communications Specialist to keep website updated, and produce relevant social media content.* Willingness and ability to become familiar and knowledgeable of relevant DCF policies and procedures.* Actively participate in required staff meetings and trainings.* Ensure adequate food/meals are ordered and available for meetings and training on-site.* Perform other duties as assigned.Qualifications and Skills* Bachelor's Degree is required.* Demonstrated advanced skills in Word and PowerPoint; proficiency with excel and social media.* Demonstrated proficiency in writing for business purposes (reports, memos, emails).* Experience scheduling for others.* Demonstrated experience with data entry.* Ability to multi-task, prioritize, and thrive in a fast-paced work environment.* Excellent organizational and interpersonal skills.* Understanding of DCF's mission, vision, priority objectives, and priority populations.* Commitment to cultural humility, diversity, equity and inclusion.* Minimum of one year of work experience in a similar capacity.Physical Requirements (with or without accommodation)Must be able to climb, balance, stoop, kneel, crouch, crawl, reach, stand, walk, push, pull, lift, finger, grasp, feel, talk, hear, see and be capable of repetitive motion. Position requires exerting up to 20 pounds of force occasionally and/or 10 pounds of force frequently, and/or negligible amount of force constantly. Work requires close visual acuity. Position is not substantially exposed to adverse environmental conditionsSalary and hoursCompensation will be based on experience. Hours will be negotiated. This is an exempt, benefit eligible position.Judge Baker Children's Center is dedicated to the achievement of equality of opportunity for all its employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, marital status, age, national origin, disability, veteran status or any other protected group status under federal, state or local law. Judge Baker Children's Center is an Equal Opportunity/Affirmative Action Employer.The preceding statements shall not be considered a detailed description of all the work requirements of the job. There may be other duties and responsibilities required to achieve the principal functions of the position and to advance the mission of Judge Baker Children's Center.ApplicationsInterested applicants should send 1) a cover letter specifically addressing your experience related to the job responsibilities above, and 2) a curriculum vitae to mravech@jbcc.harvard.edu. The position will remain open until filled, and is contingent upon available funding.

Keywords: Judge Baker Children's Center, Boston , Administrative Coordinator, DCF After-Hours Child Abuse Emergency Line, Administration, Clerical , Boston, Massachusetts