Operations Administrator

Job Type: Full-time, Benefit-eligible Position 

Salary: $55,000 - $60,000 

Location: Newton, MA 

Supervisor: Director Of Operations 

Schedule: 40 Hours Per Week (Monday – Friday, 9am - 5pm) 

PURPOSE:

Pathway to Possible (P2P) is a congregate care facility and facilitates independent living and assisted living for adults with developmental disabilities in the Newton and Wellesley areas. Our mission is to provide housing, support, and advocacy for people with cognitive and developmental disabilities – and their families – while erasing barriers, building confidence, empowering independence, and expanding opportunities that enrich their lives and their communities.

JOB DESCRIPTION:

The Operations Administrator will work closely with the Operations Director as well as other members of the leadership team to provide administrative support including but not limited to; data collection and manipulation, operations oversite, specifically maintenance of P2P’s vehicle fleet, IT oversight, Advancement support, office supply ordering and management. In addition, the Operations Administrator will provide leadership team project support as needed.  

RESPONSIBILITIES:

Operations 

• Manage agency record archiving. 
• Manage P2P’s 11 vehicle fleet including monitor vehicle spreadsheet for expiring registrations, inspections, and oil changes, do in person inspections of the vehicles at one house per week to monitor for overall maintenance and cleanliness, manage pick up and drop?off of vehicles for service. 
• Complete weekly deposits and manage Supplemental Assistance Nutrition Program (SNAP.) 
• Oversees agency phone system, (cloud-based communication) 
• Facilitate maintenance of office equipment.  
• Maintain inventory of all office supplies; order new supplies as needed. 
• Oversee IT consultant and respond to agency IT challenges. 

Data Management/Advancement Team 

• Assist with Human Resource data management 
• Work with Advancement & Operations teams to process check/ cash/ stock/ EFT donations in CRM (Bloomerang) and process donor acknowledgement letters/ tax receipts.  
• Lead role in maintaining data integrity in Bloomerang system.  
• Work with Advancement team to pull reports and lists from Bloomerang for Board and volunteer leadership presentations, mailings, etc. (Board meetings 1x month/ 9 months a year; approximately 7-10 mailings annually). 
• Draft monthly board minutes and provide administrative support to the BOD 
• Manage external integrations (QGiv - online payment processing, and MailChimp - email marketing) with Bloomerang system to ensure data health. 
• Assist with cross-platform (Bloomerang, Greater Giving) data referencing and entry during Autumn Auction season (July - October)

QUALIFICATIONS/REQUIREMENTS:

• Excellent verbal and written communication skills.   
• Self-starter, ability to work independently and problem solve.  
• Excellent interpersonal and customer service skills.  
• Extensive knowledge of office management procedures.  
• Excellent organizational skills and attention to detail.  
• Excellent time management skills with a proven ability to meet deadlines.  
• Proficient with Microsoft Office Suite or related software.  
• Must be able to work/commute to the Newton office.  This is not a remote work position. 

Physical Requirements:

• Must be able to lift up to 15 pounds 
• Must be able to provide physical assistance to adults using wheelchairs 
• Must be able to evacuate individuals supported within 2 ½ minutes 
• Must be able to assist individuals in transferring from sitting to standing

Other requirements:

• Proficient with Microsoft Office Suite or related software. 
• Legally authorized to work in the United States. 
• Valid Massachusetts driver's license. 
• Clearance of CORI and SORI background checks as required by state and federal law.