OFFICE COORDINATOR, EDUCATION SERVICES

Position Summary

[Full-time]

The Office Coordinator will contribute to the daily efficiency of the overall office operations, provide support and successfully execute key processes for the Director of Education and Community Services. They will serve as a liaison between outside agencies and Education Services. The OC will process student registrations & data entry, coordinate school contracts, oversee school billing, assist the Director with tracking and forecasting the budget, edit and send reports, respond to staff and external inquiries, and implement administrative systems and procedures to maximize workflow. Also, the OC will interact exceptionally with all levels of internal/external stakeholders, coordinate and schedule meetings, respect highly confidential and sensitive issues, and respond to employee and client inquiries via email, phone and in-person.

Who We Seek

An enthusiastic, highly organized individual who has attention to detail, excellent communication and interpersonal skills, demonstrates respect for confidential and sensitive issues, can thrive in a fast-paced environment and has a strong personal work ethic.

About Us

Each year, the Carroll Center for the Blind helps nearly 1,300 blind or visually impaired children, adults and senior citizens gain the skills they need to live active and fulfilling lives. Our Newton campus houses our rehabilitation program, computer training classes, low vision store, and administrative offices. A large portion of our programs are services conducted in public schools, clients’ homes, and their communities.

Responsibilities

The Office Coordinator will complete a variety of complex administrative tasks for the Director including creating organized workflow procedures and efficient systems;  providing phone and email support to Director and itinerant staff, answering incoming telephone calls, troubleshoots, follows up or takes detailed messages; responds to schools and families’ inquiries regarding Education Services programs, invoices and procedures; composing and preparing correspondence that may be confidential; coordinating meetings; performing accurate data entry/updates, maintaining database and generating reports; monitoring/maintaining all student requests and paper files; processing expense reports; preparing monthly billing; assisting Director with budget tracking and forecasting; developing and generating monthly/quarterly/annually reports for review; Onboarding and training new staff in department; coordinating  the planning  of various  department  activities  and  events; assisting Director with caseload management; coordinating Department staff’s credentials and ensuring they are current; tracking intern hours; and performing other related duties as assigned.

Qualifications

  • Bachelor’s Degree preferred.
  • 3-5 years of office experience including 3 years of strong office and computer skills required.
  • Review department office processes in place, and streamline/increase workflow ensure best practices are implemented wherever possible.
  • Strong working knowledge of Microsoft Office, Excel and Google docs/Forms.
  • Must possess excellent interpersonal, oral, written communication, and organizational skills. 
  • Demonstrate attention to detail and possess the ability to work independently and part of a team. 
  • Ability to interact professionally with all levels of agency management and staff, as well as staff from outside agencies.

Benefits

We offer a generous benefits package to include health and dental coverage, vision, Flexible Spending Account, 3 weeks accrued vacation, personal day, 12 accrued sick days, 11 holidays and a retirement program (403b) with up to a 3% employer match.

How To Apply

If you are interested in applying for this position, please complete the application form (linked below) and also email a cover letter and resume to hr@carroll.org. Should you have a disability or special need that requires accommodation, please email hr@carroll.org and we will be happy to assist you.

The Carroll Center for the Blind is a private, non-profit agency located in Newton, Massachusetts that serves persons of All Ages and All Stages of Vision Loss. We are close to Boston, Cambridge, Wellesley, Watertown, Waltham, Allston/Brighton, and on public transit routes.
Equal Opportunity Employer Statement

The Carroll Center for the Blind (CCB) is proud to be an Equal Opportunity Employer and always fosters acceptance for everyone. We offer fair opportunities to all qualified persons in recruitment and selection, employment, compensation and benefits, professional development and training, transfers, promotions, social activities, and the use of CCB’s facilities. CCB welcomes all qualified applicants and ensures that everyone will receive equal consideration for employment and does not discriminate against any employee or applicant because of race, color, religion, national origin, mental or physical disability, gender, gender identity, sexual orientation, military, or veteran status, political or union affiliation, or any other categories protected by Federal or State law.

The CCB culture embraces both the law and a work environment that is safe, positive, diverse, inclusive, and equitable for all. Our mission and impact shines bright on all.