Administrative Jobs

The Westside Justice Center is growing and expanding its finance and accounting services team! Unleash your accounting skills and make a difference with the Westside Justice Center. Join our mission-driven team as a Staff Accountant and play a critical role in advancing access to justice in our communities. Founded in 2015, the Westside Justice Center (WJC) is not just a workplace—it is a community-centered Legal Aid clinic committed to eradicating barriers to justice and uplifting authentic community leadership. As a Staff Accountant, you will be responsible for supporting the day-to-day financial operations of a small not-for-profit organization by maintaining accurate financial records, processing routine accounting transactions, and assisting with accounts payable, accounts receivable, reconciliations, and general bookkeeping activities. This role will also provide limited support for grant tracking and payment activities as needed; however, primary responsibility for major grant tracking, reporting, and compliance will remain with the Senior Staff Accountant. Responsibilities Maintain accurate, complete, and well-organized accounting records for day-to-day financial activity, ensuring transactions are recorded timely and in accordance with established procedures Manage accounts payable processing, including reviewing invoices for accuracy and proper approval, coding expenses, entering bills, preparing payments, maintaining vendor records, and resolving routine discrepancies Support accounts receivable functions by preparing invoices, recording payments, monitoring outstanding balances, following up on routine receivables, and maintaining accurate customer or funder records Prepare and post recurring and routine journal entries, review transaction detail for accuracy, and support maintenance of the general ledger Perform timely reconciliations of bank accounts, credit cards, vendor accounts, customer accounts, balance sheet accounts, and other assigned accounts; research and resolve variances as needed Assist with month-end and year-end close by preparing schedules, reconciling assigned accounts, gathering supporting documentation, and identifying items requiring review or adjustment Maintain organized accounting files, audit support, and historical financial records in accordance with internal procedures, documentation standards, and retention requirements Prepare routine financial reports, account summaries, schedules, and transaction detail by collecting, reviewing, and organizing financial information for management review Support grant-related payment tracking, restricted fund activity, and funder documentation in coordination with the Senior Staff Accountant and program staff Assist with maintaining documentation for restricted funds, grant payments, allocations, and related transactions to support accurate records and compliance with funder requirements Apply established internal controls, accounting policies, approval procedures, and not-for-profit financial practices consistently, escalating unusual items or exceptions when appropriate Communicate professionally with staff, vendors, customers, funders, and other stakeholders to obtain information, resolve routine accounting questions, and support timely processing of financial activity Perform other accounting, reporting, documentation, and administrative duties as assigned to support the finance function Successful Candidates will Possess: A minimum of an associate’s degree in accounting, finance, business, or a related field is required; bachelor’s degree preferred Minimum of two years of professional accounting, bookkeeping, or finance experience required, preferably in a small business, nonprofit, or mission-driven environment Demonstrated hands-on experience applying accounting principles, bookkeeping practices, and financial recordkeeping in a professional setting Working experience with accounts payable, accounts receivable, bank and account reconciliations, journal entries, and general ledger activity Intermediate proficiency with spreadsheets, including Microsoft Excel and/or Google Sheets; ability to organize data, review details, and prepare basic schedules or reconciliations Hands-on experience using accounting software required; QuickBooks experience strongly preferred Strong attention to detail and ability to complete work accurately and efficiently Ability to organize, prioritize, and follow through on routine accounting tasks in a small-office environment Ability to communicate clearly and professionally, both in writing and verbally Ability to apply established accounting procedures and internal controls with sound judgment, accuracy, and appropriate follow-through Excellent interpersonal, organizational, and problem-solving skills Reliability, discretion, and professionalism in handling financial information A willingness to learn, ask questions, and grow within a small finance team Strong follow-through and the ability to manage recurring deadlines Comfort working in a fast-paced, mission-focused environment with evolving priorities A collaborative approach and ability to support colleagues across departments Preferred Qualifications Three or more years of accounting or finance experience in a not-for-profit, community-based, government-funded, or mission-driven organization Hands-on experience with grant accounting, restricted fund tracking, funder payment documentation, allocation support, and compliance-related recordkeeping Experience supporting month-end and year-end close, audit preparation, financial reporting packages, and documentation requests from external funders or auditors Strong working knowledge of QuickBooks or similar accounting software, including transaction entry, reconciliations, reporting, vendor records, and chart of accounts maintenance Intermediate to advanced Excel or Google Sheets skills, including formulas, filters, pivot tables, reconciliations, schedules, and financial data review Experience working in a small finance team where the role requires initiative, sound judgment, confidentiality, and the ability to manage multiple recurring accounting deadlines NOTE: A copy of your professional license, academic transcripts, or relevant training certificates will be required at the time of interview, if applicable. Benefits Community Impact Health Insurance Dental Insurance Vision Insurance Paid Time Off 401(k) retirement plan Work Environment The work environment described here is representative of that an employee encounters while performing the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions. This job operates in a professional office environment. The role routinely uses standard office equipment such as computers and phones Ability to communicate verbally Ability to spend extended time working on a computer Occasional need for local travel for work-related reasons Compensation Actual compensation will be determined based on a wide array of relevant factors, including market considerations, organizational needs, and an individual’s skills, experience, and qualifications. Target salary hiring range is $60,000 - $70,000. Disclaimer The above is intended to describe the general content of and requirements for the performance of this role. It is not intended to be an exhaustive statement of duties, requirements, or responsibilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship. Equal Employment Opportunity Statement The Westside Justice Center is an Equal Employment Opportunity employer and is committed to maintaining an inclusive environment free from discrimination and harassment. We prohibit discrimination in employment on the basis of race, color, religion, sex (including pregnancy, gender identity, transgender status, and sexual orientation), national origin, age, disability, genetic information, marital status, parental status, military service or discharge status, or any other characteristic protected by applicable federal, state, or local law. Consistent with our mission to advance justice and equity, people of color, women, LGBTQI-GNC individuals, immigrants, and formerly incarcerated people are strongly encouraged to apply.

Excelsia Injury Care is seeking a Patient Representative/Medical Assistant based out of our Port Richmond, PA office! Please note that this role requires translation for Spanish speaking patients.

Located in CTDI’s global headquarters, this highly visible role provides advanced executive administrative support to the CEO and COO. The Executive Assistant will be a trusted, proactive partner who can manage complex calendars, coordinate competing priorities, and support communications with discretion, professionalism, and strong attention to detail. The ideal candidate has direct experience supporting C-suite executives and operating with exceptional judgement, organization, and discretion.

The Scale Operator is responsible for accurately operating scales and related computer systems to record the weights of all incoming and outgoing vehicles. This role ensures that all load information is properly entered into the computerized system, verifies the accuracy of records, and may also be responsible for collecting fees from customers.

The primary focus of this role is to maintain the campus through painting and other maintenance activities, ensuring the grounds and facilities remain clean, attractive, and well maintained. The ideal candidate will perform work orders consistent with the individual’s ability. Examples of work orders: general building maintenance, changing light bulbs, minor electrical repairs, repairing drywall, painting, paneling, wallpapering, sheetrock work, hanging doors, adjusting locks and door hardware, fixing or replacing broken windows and screens, hanging pictures, minor plumbing repairs, unplugging drains, maintaining smoke detectors and emergency lights, replacing floor tiles, carpeting and linoleum, repairing roofing, grounds maintenance/irrigation if needed, new construction, etc.

Grow Your Veterinary Leadership Career Looking to further your career in Veterinary Medicine in an environment where you can grow? Look no further — our Practice Manager opening is the perfect fit for you! The Practice Manager is responsible for creating a positive teamwork environment in which veterinarians and staff deliver quality medicine and exceptional client service. Partnering closely with the Managing Veterinarian (MDVM), you will ensure a profitable operation by growing revenue and managing costs while building a culture centered on high-quality patient care and outstanding customer service. Belton Small Animal Clinic is conducting a highly selective search for an experienced Veterinary Practice Manager who can step in immediately and provide structure, clarity, and leadership. Given current hospital needs, this role requires a leader who is highly experienced in veterinary hospital operations, extremely organized, an excellent communicator, comfortable holding teams accountable, and confident enough to provide stability and direction from day one. This is not a maintenance role — it is a transformational leadership opportunity for someone who thrives on building strong teams and sustainable systems. About Belton Small Animal Clinic Belton Small Animal Clinic is a progressive, full-service companion animal hospital serving the growing community of Belton, Texas. Our hospital features state-of-the-art surgical suites, advanced dental capabilities, and a wide range of medical services including soft-tissue surgery, spay and neuter, laser therapy, pain management, dermatology, allergy treatment, senior pet wellness programs, daytime emergency care, and end-of-life support. We are proud of our experienced and highly leveraged technician team, modern equipment, and engaged leadership group dedicated to accountability, professional development, and growth. Our culture is client-centered and focused on progressive medicine, with a strong emphasis on teamwork and communication. We strive to create an environment where our team members feel supported, empowered, and proud to say, “I love my job.” You will play a central leadership role in both hospital culture and business operations while experiencing the rewards of meaningful impact and professional autonomy. Your Impact Managing, planning, and coordinating overall hospital operations Partnering with Hospital Leadership and the Regional Operations Manager to drive long-term vision and goals Leading and developing the team through regular staff meetings and performance reviews Cultivating a supportive, collaborative, and accountable workplace culture Ensuring compliance with OSHA, DEA, and regulatory standards Strengthening client retention through exceptional service standards Overseeing financial performance including payroll, pricing, inventory, and accounts receivable Driving both cultural health and financial success for the hospital What You’ll Enjoy Making a visible and immediate impact on hospital culture and workflow Partnering directly with medical leadership to improve patient care Leading a dedicated and experienced veterinary team Autonomy to lead locally with corporate support and mentorship A collaborative, communication-focused workplace Living in a scenic Texas community with lakes, outdoor recreation, and close proximity to Austin We are seeking a strong operational leader who combines veterinary knowledge, business acumen, and people-focused leadership. 3–5 years of veterinary management experience preferred but not required Supervisory and leadership experience in a service-based environment Veterinary hospital or practice experience with increasing responsibility strongly valued Bachelor’s degree in business or related field preferred Leadership & Communication Ability to build accountability, trust, and team engagement Strong coaching, mentoring, and delegation skills Excellent conflict resolution and interpersonal abilities High emotional intelligence and professional presence Clear and effective communication, written and verbal Positive, collaborative approach with staff and clients Consistent, steady leadership style Operations & Organization Workflow optimization and process implementation Scheduling, staffing, and labor management Inventory control and vendor coordination Excellent time management, prioritization, and flexibility Ability to lead teams through change and stabilize processes Intermediate computer skills (Microsoft Office) and ability to learn practice management software Financial & Business Acumen Budgeting and P&L oversight KPI monitoring and performance improvement Revenue growth and cost management Payroll, pricing, and accounts receivable familiarity Ideal Qualifications CVPM certification (or equivalent leadership training) Experience improving retention and team culture Passion for developing veterinary professionals 401(k) with company match Dental Insurance Health insurance Vision Insurance Paid Time Off (PTO) Employee discounts Training and career development

Underwater Mechanix Services (UMX) is seeking a highly organized, proactive Construction Administrator to serve as a critical operational partner across our marine construction and commercial dive projects. This is not a passive administrative role. We are looking for someone who understands how construction projects actually move in the field. Keeping documentation, communication, compliance, and coordination aligned before issues impact schedule, cost, or execution are basic competencies expected. You will work directly alongside Project Managers, field leadership, subcontractors, and clients to maintain control of project documentation, contract flow, change management, and project compliance across multiple active projects. Your ability to anticipate needs, maintain accountability, and keep information moving accurately and efficiently will directly impact operational success. UMX performs demanding marine and heavy civil work in complex commercial and federal environments. The right candidate thrives in fast-moving operations, communicates clearly under pressure, and takes pride in building systems that keep projects running smoothly. KEY RESPONSIBILITIES Manage the full lifecycle of project documentation including contracts, subcontracts, RFIs, submittals, transmittals, change orders, compliance tracking, and close-out packages. Coordinate closely with Project Managers and field teams to maintain alignment between field operations, schedules, budgets, and contractual requirements. Track, log, and monitor RFIs and submittals to ensure timely responses and proactive escalation of critical items. Administer change order processes including preparation, tracking, pricing coordination, and approval management. Maintain organized, audit-ready project files and correspondence logs in accordance with company, client, and federal contract requirements. Support project startup and close-out processes including punch lists, as-built documentation, warranties, final invoicing, and turnover documentation. Serve as a professional point of contact for owners, engineers, subcontractors, suppliers, and internal stakeholders regarding project administration and documentation. Anticipate upcoming project milestones, compliance requirements, reporting deadlines, and documentation needs before they become urgent. Identify inefficiencies within administrative workflows and recommend process improvements that strengthen execution and accountability. Support operational continuity across multiple simultaneous projects without sacrificing organization, responsiveness, or accuracy. QUALIFICATIONS Minimum 2 years of experience in construction administration, contract administration, project coordination, or project management support. Strong understanding of the construction project lifecycle from preconstruction through close-out. Proven ability to manage multiple concurrent projects and shifting priorities in deadline-driven environments. Experience working with standard construction contract documents; familiarity with AIA contracts and FAR/DFARS requirements preferred. Proficiency with construction management platforms such as Procore, CMiC, Autodesk Construction Cloud, or equivalent systems a plus. Primavera Scheduling preferred. Strong written and verbal communication skills with the ability to translate complex project information into clear, actionable communication. Experience supporting federal, municipal, marine, heavy civil, or industrial construction projects is strongly valued. High attention to detail without losing sight of broader project priorities and operational impact. WHAT SETS YOU APART You operate with urgency, structure, and ownership. You do not wait for problems to surface. You monitor schedules, recognize pressure points early, and help teams stay ahead of issues before they affect execution. You understand that strong project administration is not paperwork for paperwork’s sake — it is a critical part of delivering successful projects safely, efficiently, and professionally. You bring calm organization to fast-moving environments, communicate clearly across all levels of a project team, and take pride in being someone others can rely on when projects become demanding. COMPENSATION & BENEFITS $30 - $32/HR depending on experience, project background, and federal construction knowledge Health, dental, and vision insurance Paid time off and company holidays 401(k) with 3% company match Professional development and growth opportunities Opportunity to support complex marine and federal construction projects with a highly specialized team WHY UMX UMX is building a team of professionals who take ownership, solve problems, and elevate the standard of execution across every project. We value accountability, professionalism, adaptability, and people who contribute positively to team performance in challenging environments. If you are highly organized, operationally minded, and motivated by being part of demanding projects where your work genuinely matters, we want to hear from you. Benefits: Equal Employment Opportunity Underwater Mechanix Services (UMX) is an Equal Opportunity Employer. We are committed to creating a workplace where all individuals are treated with dignity and respect. Employment decisions are based on qualifications, merit, business needs, and applicable laws. We do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, military status, or any other characteristic protected by federal, state, or local law. Reasonable Accommodations UMX is committed to providing reasonable accommodations to qualified applicants and employees with disabilities and to sincerely held religious beliefs and practices, unless doing so would create an undue hardship. Applicants who require an accommodation during the hiring process should contact Human Resources. Federal Contractor As a federal contractor, UMX complies with all applicable Equal Employment Opportunity and Affirmative Action requirements. We encourage qualified veterans and individuals with disabilities to apply. Employment Requirements Offers of employment may be contingent upon successful completion of a background investigation, drug screening, verification of employment eligibility, reference verification, and any position-specific licensing, certification, or security requirements permitted by law. UMX participates in E-Verify and maintains a Drug-Free Workplace. Compensation Transparency Where required by applicable law, UMX provides a good-faith salary or hourly wage range in its job postings. Compensation is determined based on qualifications, experience, education, skills, certifications, geographic location, and business needs.

OPERATIONS MANAGER SUD TREATMENT CRI-Help is a substance use disorder treatment center with several locations across Los Angeles County. We've been around since 1971 and are noted as an organization practicing integrity in our commitment to ethical and meaningful client care. Our mission is to improve the welfare of the community by providing first-class substance use disorder treatment to adults and families seeking freedom from the bondage of addiction, and we live out that mission everyday with our staff and clients. As a nonprofit organization, CRI-Help is a qualifying employer affording our full-time employees the opportunity to begin, or continue, the process of seeking PSLF (Public Service Loan Forgiveness). In addition, our benefits package for full-time employees is quite robust- especially the option for 100% employer-paid Medical insurance, including an additional 40% paid coverage for dependents, which accompanies our 401k with 4% match option nicely. Please see the full list of benefits below, especially the 12 paid holidays per year (we are a 24/7 facility, so not all employees will be able to take all 12 paid holidays off- but will still get paid for the holiday in addition to their hours worked). CRI-Help is an amazing organization to be a part of and I strongly encourage you to consider joining the team! We opened a new facility in Lincoln Heights in January 2025 and are still hiring for all roles- keep referring back to https://crihelp.bamboohr.com/careers/ for current openings at all sites. The Operations Manager is responsible for the day-to-day management and execution of CRI-Help's shared operational functions across all sites and service lines. The Operations Manager translates the direction of the COO into consistent, well-documented, and compliant operational activity, with primary accountability for licensing and certification maintenance, operational compliance, accreditation and quality management support, policy and procedure administration, electronic health record (EHR) and operational systems administration, contract and vendor coordination, and operational data reporting. The Operations Manager supervises the Operations and Compliance Coordinator, Office Managers and other operational support staff, leads discrete operational and process-improvement projects assigned by the COO, and serves as a key operational liaison between the COO and the Program Managers, department heads, and site-level operational staff across the organization. Responsibilities Manages the day-to-day execution of CRI-Help's shared operational functions across residential, outpatient, and recovery housing sites, ensuring that operational standards, workflows, and productivity parameters established by the COO are consistently applied. Serves as an operational point of coordination for Program Directors, department heads, and site operational staff on matters requiring cross-site or centralized handling. Assists in the development, revision, and implementation of workflows, standard operating procedures, and productivity parameters, in coordination with the COO and relevant department leadership. Maintains a comprehensive compliance calendar tracking all federal, state, county, and local licenses, certifications, surveys, inspections, and reporting deadlines applicable to CRI-Help's operations. Supports the organization's continuous compliance with applicable requirements including California Health and Safety Code §§ 11834 et seq.; Title 9, California Code of Regulations; DHCS AOD licensing and certification standards; DHCS Drug Medi-Cal certification and DMC-ODS contract requirements; 42 CFR Part 2; HIPAA Privacy and Security; ADA; and Cal/OSHA. Coordinates preparation for and follow-up from regulatory inspections, payer audits, and site surveys; supports the drafting, submission, and tracking of corrective action plans (CAPs) through resolution. Supports the process of accreditation and the maintenance of certification through the Commission on Accreditation of Rehabilitation Facilities (CARF) and any additional accrediting body pursued by the organization. Serves as the administrator for the Risk Management Committee, including defining initiatives, preparing agendas, drafting minutes, tracking action items, and assisting with quarterly reporting. Coordinates the collection, aggregation, and preparation of operational and outcomes data for internal analysis, Board reporting, payer reporting, and regulatory submissions. Assists the Director of Quality & Innovation and the COO in the ongoing development and revision of annual plan documents including the Performance Management Plan, Quality Improvement Plan, Risk Management Plan, and Corporate Compliance Plan. Serves as an administrator / superuser for CRI-Help’s Electronic Health Record systems. Supports the installation and rollout of required operational technologies and supports the maintenance and development of technical skills across the workforce. Coordinates the internal collection and validation of data, works with Program Managers and department heads on data quality, and prepares reports responsive to stakeholder requests. Identifies process-improvement opportunities across operational domains, assesses potential impact, prioritizes options, and proposes action plans with defined timelines and success measures. May lead formal Quality Improvement Projects (QIPs) or join QIP project teams. Monitors contracted services (including food services, security, transportation, environmental services, laundry, medical waste, EHR and IT support, and other vendors) to ensure compliance with contract standards, regulatory requirements, and performance expectations. Skills / Knowledge Working knowledge of California behavioral health and SUD regulatory frameworks, including DHCS AOD licensing and certification, Title 9 CCR, DMC and DMC-ODS, 42 CFR Part 2, HIPAA, Cal/OSHA, and CARF accreditation standards. Working understanding of the operating environment of a DMC-ODS provider in Los Angeles County and of the SAPC contracting and reporting framework. Strong operational and project-management skills, including the ability to plan, sequence, and execute multi-step operational initiatives across sites and departments. Ability to read, interpret, and manage against a variety of contracts, regulatory citations, and audit findings. Excellent verbal and written communication skills, including strong policy-writing and technical-writing abilities. Strong analytical skills and comfort working with operational data, dashboards, and quality-indicator reporting. Advanced proficiency in Microsoft Office, including Excel and Word; working proficiency with Adobe Acrobat Pro; and comfort learning and administering healthcare information systems including EHRs Process Improvement. Education / Training Required: Bachelor's degree in healthcare administration, business administration, public administration, public health, behavioral or social sciences, or a closely related field. Directly relevant work experience may be considered in lieu of a bachelor's degree at the discretion of the COO. Preferred: Lean Six Sigma certification (Green Belt or higher) or equivalent process-improvement credential. Experience Required: Minimum of three (3) years of progressively responsible experience in operations, compliance, quality management, or administration within a healthcare, behavioral health, substance use disorder, mental health, or similarly regulated organization. Preferred: Experience with DMC-ODS, SAPC, and Medi-Cal contracted services in Los Angeles County. Preferred: Direct experience supporting CARF (or other accrediting body) preparation, survey, or maintenance cycles. Preferred: Direct experience as an EHR administrator or superuser in a behavioral health environment. Special Conditions Must successfully pass pre-employment and submit to random drug and alcohol screenings. Must possess and maintain a valid California driver's license, current automobile insurance, and a driving record acceptable to the organization's insurer. Must be willing and able to travel regularly between CRI-Help sites and to off-site meetings as required. Must be available outside of standard business hours as needed for operational, regulatory, or emergency matters. Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The position is primarily sedentary office work, requiring extended periods of computer use, telephone communication, and meetings; regular travel between CRI-Help sites; and the ability to walk through residential and outpatient facilities including stairs as needed. Position Reports To Chief Operating Officer Position Type Full-Time, In-Person, Exempt, Salaried Pay Range $85,000 - $100,000 / Year Benefits 100% Paid Blue Shield Trio Plan Medical Insurance Option 80% Paid Blue Shield Access+ Plan Medical Insurance Option 80% Paid Kaiser Medical Insurance Option 40% Dependent Coverage on Medical Insurance Plan 80% Paid Dental Insurance Vision Insurance Paid time off (10 Paid Sick Days Annually, 12 Paid Holidays Annually, Paid Vacation) Educational Assistance Tuition Reimbursement Program 401(k) 4% Employer Match 100% Paid $25,000 Life Insurance Plan with option to voluntarily increase coverage CRI-Help ensures that all applicants are treated with equal consideration, without regard to age, race, gender, gender identity, gender expression, transgender status, national origin, ethnic / cultural identification, religion, sexual preference, or disability.

Are you someone who wants to make an impact while working from home?  Are you dependable, focused, motivated, competitive and relentless in the pursuit of your goals?  If you answered yes, w e want to speak to you!  Our unique work experience can springboard your career. Alliance Painting is a young, rapidly growing company ripe with fresh ideas and a unique work experience.  We are seeking a highly motivated Scheduling Coordinator to join our team!  This position has a base salary with significant bonus potential.  A motivated person can earn as much as $50k with bonus.  No experience necessary! Must have reliable computer, stable internet, and noise cancelling headphones. Duties: Effectively organize and manage multiple appointment calendars Swiftly answer phone and convert inbound opportunities Rapid follow-up on digital form submissions & inquiries Relentless follow-up with unconverted and past customers Precisely input client data into a CRM Schedule and confirm client appointment Undertakes activities that make the phone ring, such as making calls, generating leads, etc. Essential Skills: Professional tone and verbal presence Professionally overcomes objections Proactively listens and retains information Ability to memorize and perfect a script Above average knowledge of DFW geography and travel times Ability to prioritize and organize multiple priorities CRM experience an must Effectively works with minimal supervision Follows Directions (DO NOT CALL OUR OFFICE ABOUT THIS POSITION) Essential Behaviors Strives for perfection Relentless pursuit of goals Honest / Truthful Competitive This is a great opportunity to start a career with a young company.

The role of an Executive Director is both rewarding and challenging. You will be given plenty of room for creative thinking and development of programs and services for residents as well as team members. You will be expected to manage the budget, meet occupancy and revenue requirements, direct the overall operation of the community, as well as maintain compliance with all applicable state and federal regulations for independent and assisted living communities.

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive. Why join the Harvard Graduate School of Design? The Harvard Graduate School of Design (GSD) educates design, research, and scholarship leaders to make a resilient, just, and beautiful world. The GSD offers degree programs across a range of design disciplines—architecture, landscape architecture, urban planning, urban design, design engineering, and real estate—as well as advanced research programs that cut across these disciplines and a robust public program of lectures, exhibitions, and publications. The immense variety of people, programs, and ideas at the School sustains a vibrant and rich environment for learning, inquiry, and collaboration, unlike any other design school. For more information about Harvard GSD see: https://www.gsd.harvard.edu/ . The GSD is Harvard's epicenter for scholarship and innovation related to the built environment. Our faculty and students address defining questions across architecture, landscape architecture, urban planning and design, real estate, and design engineering, advancing fields that profoundly influence the human experience. At the GSD, research and teaching drive creative solutions to the world's most urgent challenges, reimagining infrastructure, communities, and cities on a global scale. The Staff Assistant on the Annual, Leadership, and Planned Giving team (ALPs), part of the Development and Alumni Relations Office (DevAR), at the Harvard Graduate School of Design (GSD), supports giving programs, as well as administrative duties for the Senior Director of Annual and Leadership Giving. The key functions include administrative, logistical, and database support, including solicitation, reporting, tracking, and stewardship of annual donors; as well as major gift fundraising support, including preparing briefings, maintaining follow-up, and tracking in the database. These activities are critical to the overall department’s fundraising, engagement, and stewardship efforts. The successful candidate will take on a variety of tasks with energy and enthusiasm, approach their work with curiosity, and be committed to supporting fundraising through annual, leadership, planned, and major giving efforts. Reporting to the Senior Director of Annual and Leadership Giving, the person in this position works collaboratively and must be able to proactively help move projects and administrative tasks forward independently. This is a fast-paced work environment with multiple changing priorities; the Staff Assistant is expected to anticipate problems and help resolve them. The successful candidate will be proactive, creative, and pragmatic, interested in improving and expanding our fundraising efforts as well as contributing across the development team. The Staff Assistant must adhere to timelines and be adept in project management, data maintenance, and crucial administrative duties. This is an ideal position for an organized, detail-oriented individual who is service-minded and interested in growing on a mission-driven alumni relations and fundraising team. TYPICAL DUTIES AND RESPONSIBILITIES: Annual, Leadership, and Planned Giving Programs Primary focus will be on annual giving program activities, including maintaining timelines for the annual appeal schedule for multi-channel engagement of solicitations, acknowledgments, and ongoing cultivation and stewardship. Assist with data pulls and data management. Maintain prospect and pipeline activity for the team. Run reports to track progress to goals. Maintain benchmarking data. Help coordinate logistics for solicitations, including data, mail house timelines, and processing expenses. Support the stewardship process and gift acknowledgments, working in collaboration with colleagues across DevAR. Maintain and enter all prospect updates in our CRM system. Support leadership giving and planned giving activities as needed. Major Giving Support Prepare agendas, briefings, and meeting materials for the Senior Director of Annual and Leadership Giving officer, using templates. Enter contact reports, proposals, and other relevant information into the database. Help coordinate logistics for donor visits, small dinners, events, and activities. Assist in tracking prospects through pipeline to keep fundraiser focused on fundraising objectives. Manage calendars, coordinate regular team meetings, confirm appointments, make travel and accommodation plans, and reconcile officer expenses. Administrative duties Enter contact reports in the development database; help maintain records. Provide on-site support for local DevAR events, working closely with the Engagement team. There are approximately 10-12 events annually, including some nights and weekends. Provide office support, printing, copying, mailings, filing, etc. Prepare correspondence, reports, and other materials using MS Office and development database.  Oversee external inquiries and requests received through the office’s email inboxes. Respond to inquiries in a timely and professional manner and route as appropriate. Perform general administrative duties, including: scheduling projects and meetings; preparing agendas; taking notes during meetings; arranging for faculty, speaker, and staff travel; organizing files; supporting DevAR meetings.  Other duties and administrative tasks as assigned. SUPERVISORY RESPONSIBILITIES: There are no supervisory responsibilities associated with this position. PHYSICAL REQUIREMENTS: Applicants must be able to perform typical office tasks, including sitting for extended periods, using standard office equipment, and occasionally lifting up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. WORK ENVIRONMENT: This position is based in Cambridge, MA, and requires on-campus work two or more days a week. The work is mainly performed in an office setting. Flexible work options for this role will be discussed during the interview process.  This position is hybrid and open to candidates residing in Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, and Vermont. However, it is essential for the Staff Assistant to be present at the GSD frequently and on a flexible basis according to priorities.  Candidates must have employment authorization to work in the US, and we regret that we cannot sponsor a VISA. Candidates who do not live within commuting distance of our Cambridge, Massachusetts campus should indicate on their resumes whether they are “willing to relocate,” as this position requires a regular on-campus presence. Please note that to be considered for this position, a cover letter and resume are required with the submission of your application. BASIC QUALIFICATIONS: HS Diploma or equivalent.  Minimum of 2 years’ full-time work experience in a professional office or equivalent transferable experience. Microsoft Office and general computer literacy, including proficiency with standard office software (e.g., Microsoft Office or Google Workspace) and experience with at least one Development CRM (e.g., Advance, Salesforce, Raiser’s Edge, or similar). Strong attention to detail and ability to proofread well. ADDITIONAL QUALIFICATIONS AND SKILLS: Bachelor’s degree preferred. Must be professional, enthusiastic, collaborative, focused, motivated to learn, reliable, able to adapt, and able to work effectively with people from different backgrounds and experiences. Must demonstrate excellent written and verbal communication and customer service skills. Embody a high degree of professionalism with the ability to handle sensitive and confidential materials with sound judgment and discretion; able to work independently and flexibly. Have a proven track record of providing exceptional customer service and able to develop and maintain good working relationships with staff at all levels of the School. Have an interest or background in higher education, museums, fundraising, or arts and design/the design professions. Be creative and curious, attend GSD public lectures and events, and engage with colleagues outside of the DevAR team. Must be highly organized, detail-oriented, conscientious, and efficient, with the ability to work independently and handle multiple tasks accurately under deadline pressure. Accept challenging projects and be eager to develop new skills in a fast-paced and flexible environment. Contribute positively to a collaborative team culture that values openness, learning, and shared success across all DevAR functions. Participate actively in the GSD campus community and represent the GSD professionally in all settings. Ability to thoughtfully employ AI-assisted tools for written communications, data-driven tasks, and workflow efficiencies, while exercising strong professional judgment and ensuring outputs align with institutional standards. Experience with Advance CRM and QlikView reporting preferred. Possess a sense of humor, high-energy and productive mentality, and a solutions-oriented approach to the work. Please note that to be considered for this position, a cover letter and resume are required with the submission of your application. Standard Hours/Schedule: 35 hours per week Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Identity. Salary Information: The specific annualized hiring range for this position will be $58,232 - $70,000.  Salary ranges within each pay grade are based on qualifications, skills, experience, equity in comparison to similar positions, and external market values. Salary ranges allow for differences among positions within the same grade as well as increasing levels of responsibility and performance within the same job. For more information regarding salary ranges at Harvard, please see: https://hr.harvard.edu/salary-ranges Work Format Details This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts . Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. Salary Grade and Ranges This position is salary grade level 053. Please visit   Harvard's Salary Ranges   to view the corresponding salary range and related information. Benefits Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave  Medical, dental, and vision health insurance coverage starting on day one  Retirement plans with university contributions  Wellbeing and mental health resources  Support for families and caregivers  Professional development opportunities including tuition assistance and reimbursement  Commuter benefits, discounts and campus perks  Learn more about these and additional benefits on our Benefits & Wellbeing Page . EEO/Non-Discrimination Commitment Statement Harvard University is committed to equal opportunity and non-discrimination . We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy . Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.