Volunteer Lawyers Project logo

Office Coordinator – VLP

POSITION: Office Coordinator

DAYS/HOURS: Monday – Friday 8:30 a.m. to 4:30 p.m., with one unpaid hour for lunch (35 hours)

REPORTS TO: Senior Manager of Finance and Operations

STATUS: Non-exempt
LOCATION: Hybrid/7 Winthrop Square, Floor 2, Boston, MA, 02110*

SALARY: $60,000

*This position is hybrid; 3 days in office

Click here to apply!
This application will remain open until the position has been filled.

SUMMARY OF POSITION:

The Volunteer Lawyers Project of the Boston Bar Association (VLP) is a non-profit legal services organization which provides free civil legal assistance to low-income residents of Greater Boston, primarily through the pro bono services of private attorneys. VLP is seeking an Office Coordinator to provide administrative support to Executive Leadership and the Finance and Operations unit. The ideal candidate will demonstrate compassion for low-income populations and be sensitive to their legal needs and socioeconomic status, demonstrate strong cultural sensitivity and awareness, be reliable, motivated, and committed to public interest work and access to justice, and communicate effectively. The Office Coordinator will develop and maintain a meaningful understanding of the organization’s programs and services to best serve VLP’s staff and clients.

REQUIRED EDUCATION/EXPERIENCE/KNOWLEDGE:

  • Bachelor’s degree
  • Proficient in Microsoft Office suite, with moderate to advanced knowledge of Excel, Word, PowerPoint, and Outlook
  • Four or more years of experience in an administrative role

PREFERRED EDUCATION/EXPERIENCE/KNOWLEDGE:

  • Bilingual

REQUIRED MENTAL/PHYSICAL ABILITIES/SKILLS:

  • Ability to work remotely, and commute to the office and work in-person
  • Excellent written and verbal communication skills
  • Demonstrated commitment to valuing diversity, equity, and inclusion and contributing to an inclusive working and learning environment
  • Reliable and flexible with a sense of initiative
  • Strong organizational, analytical, interpersonal, and time management skills
  • High level of attention to detail and accuracy
  • Ability to keep workspace, projects, and tasks in order
  • Ability to stay focused and on task under sometimes stressful circumstances
  • Ability to prioritize, manage multiple tasks, and meet deadlines
  • Ability to work with minimal amount of supervision
  • Ability to review, update, and manage multiple calendars, projects, and tasks
  • Ability to problem solve and troubleshoot
  • Ability to quickly learn the use of software and equipment

ESSENTIAL FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:

  • Handle the day-to-day administrative functions, tasks, and assignments
  • Support basic accounting, human resources, and other functions as assigned
  • Review candidates applications for basic qualifications, conduct phone screens, coordinate scheduling of interviews, post job openings, schedule language exams, other HR related tasks as needed
  • Prepare monthly credit card statements with appropriate documentation for approval
  • Organize and maintain accounts payable online filing system
  • Assist with orienting new staff during the onboarding process; help maintain and process offboarding for all departing staff
  • Filing, handling, and scanning work-related documents including the in-office mail scanning process to be performed daily
  • Schedule and maintain meetings, events, and office resource calendars
  • Manage and update all staff membership enrollments
  • Coordinate all travel and training registrations for staff
  • Data entry and preparation of acknowledgment letters using donor management system
  • Coordinating and maintenance of physical office space, equipment and maintaining the inventory data
  • Coordinate office supplies purchasing; and ensure adequate supply levels are maintained
  • Serve as liaison with building management regarding key card access, facilities, maintenance, and emergency procedures
  • Maintain phone records and communications as liaison with MLAC for telephone system
  • Serve as back-up and support to quickly handle any computer, internet, telephone, or other technology and equipment issues
  • Prepares the minutes, gathers materials and coordinates the meetings for the Board of Directors
  • Assist with updating staff and Board of Directors information in the grant management system
  • Provide support for the Executive Director and Senior Leadership team
  • Maintain professionalism and strict confidentiality with all materials
  • Work to identify, develop, and coordinate office processes with the Finance and Operations unit as needed
  • Assist with implementing administrative procedures and projects
  • Light cleaning and organization of physical office areas, equipment, and supplies
  • Other duties as needed

Volunteer Lawyers Project is committed to a diverse work environment and is proud to be an Equal Opportunity Employer. Our ideal candidates are respectful of an inclusive work environment. VLP strives to ensure that those working in our organization reflect the diversity of the communities we serve. VLP encourages applicants from a broad spectrum of backgrounds to apply for positions.