Reports to: Managing
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,
Generous benefits package.
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.
- 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
- 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
Perform other duties as directed or as needed.
and characteristics of the successful candidate:
- Commitment to organization’s creative youth
development and social change mission
- 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,
- Energy, warmth, cheerfulness, and a sense of
- 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).
About this Organization:
Rehearsal for Life, comprised of two
flagship programs Urban Improv and Freelance Players,embraces
the philosophy that dialogue, creativity and
performance can develop crucial social and emotional
skills in young people, preparing them to cope with and navigate difficult
situations now and in the future.
Our Vision: Empowered youth building diverse and
inclusive communities where all voices are heard.
Our Mission: To strengthen young people’s social
and emotional skills for every stage in life, through dialogue, creativity and
Our Values: Creativity, Empathy, Respect,
Cooperation, Empowered Self-Expression, Diversity & Inclusion, Positive