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Office Administrator

Rehearsal for Life
Job Title: Office Administrator
Job Type:
Jamaica Plain
Job Search Ends:
February 28th, 2019
Organization's Website:

Overview: The Office Administrator for Rehearsal for Life, Inc. will be in charge of the company’s business office. They will work closely with the company’s leadership team; will ensure smooth administrative operations, manage our CRM database, and serve as the first point of contact for those who call or personally visit the office. They will provide: administrative and operational support related to finance, HR, IT, accounting, and fundraising/marketing functions, and program support in alignment with the vision, values and goals of the organization. We seek a bright, organized, detail-oriented, efficient, helpful person who is eager to play a central role in a small but fast-paced, high- performing office.

Position status: Exempt, full-time

RESPONSIBILITIES: Office Administration:

● Primary responsibility: CRM database maintenance, reporting, security

● Maintain accurate records and files — both electronic and paper— and provide for the integrity of records through set protocols, timely back-ups, offsite storage, regulated passwords, secured files, etc.

● In coordination with the Accountant, engage in diverse bookkeeping tasks, including processing bank deposits, reconciling monthly petty cash receipts, preparing accounting reports, and help with audit preparation.

● Work with the Managing Director to process payroll for staff, serving as liaison to outside payroll service, and process payments to consultants.

● Handle human resource administration, including new position postings, processing of new-hire paperwork (including CORIs, SORIs), benefit enrollment and administration, personnel records etc.

● Serve as the first point of contact for all visitors/callers/building neighbors, ensuring a welcoming and organized environment.

● Oversee the stocking and, where necessary, purchasing of office supplies, materials, postage, etc.

● Oversee office equipment and troubleshoot routine problems, including technical. Work with outside vendors/service providers as necessary.

● Oversee technical and IT issues, working with outside vendors/service providers as necessary

● Serve as liaison to landlord on routine maintenance, security and related issues.


● Maintain integrity of Customer Relationship Management (CRM) database

● Support Director of Development with mailings and communications

● Enter all donor information into donor database in a timely and accurate fashion.

● Generate reports and updates as needed or as assigned.

● Support fundraising events as needed, including signature event Banned in Boston.

● Maintain and update website as needed.

Program Support

• Oversee the timely and accurate processing of new and returning Freelance program student enrollments, prepare all program invoices, and report/reconcile income and expense data with Accountant on a regular basis.

● Provide timely communication to Freelance program staff and parents as needed, providing up- to-date information about enrollment, schedules, performances, emergency closings, etc.

● Maintain program updates on website


● Maintain records for Board of Directors, including meeting minutes, conflict-of-interest questionnaires, etc.

● Send out board and volunteer communication as needed

Perform other duties as directed or as needed.

Key qualifications and characteristics of the successful candidate:

● Commitment to organization’s creative youth development and social change mission

● Accounting and/or bookkeeping experience a plus.

● Superior organizational and analytical skills.

● Excellent time management skills. Proven ability to successfully prioritize, manage, and execute multiple projects at one time.

● Attention to detail and a passion for accuracy with the ability to achieve results.

● Experience in managing and maintaining a Customer Relationship Management (CRM) database.

● Ability to interact with all levels of management, staff and volunteers in a friendly and professional manner.

● Self-starter who has the ability to work both independently as well as in a team environment.

● Strong communication skills.

● Strong administrative skills, including typing, filing, technology.

● Energy, warmth, cheerfulness, and a sense of humor.

● Bachelor’s degree and three years of experience in a similar job.

● Working knowledge of Microsoft Office Suite, Google Drive, and customer relationship management software (e.g. NEON).

Salary $40,000 – 43,000 Generous benefits package. Send resume and cover letter to: jobs@rehearsalforlife.org

No phone calls, please.


133 Federal Street, Suite 802 | Boston, MA 02110
Phone: 617.426.2606
© 2019 Philanthropy Massachusetts