Administrative Assistant

Overview

The Training Site Support Assistant provides front desk coverage, visitor and learner support, and basic site organization for the Lawrence Training Center. This is a supported employment position. The role focuses on a defined set of concrete, repeatable daily tasks and does not include the enrollment, scheduling, procurement, vendor management, or communications functions of the Training Operations Assistant role.

Responsibilities

Front Desk & Visitor Support

• Provides front desk coverage at the Lawrence Training Center, greeting visitors and staff in a professional and welcoming manner.

• Confirms who visitors are there to see or which training they are attending, referencing the daily training calendar as needed.

• Directs learners and visitors to the correct classroom and notifies Training staff of any confusion regarding room assignments.

• Answers the Lawrence front desk phone line and routes general inquiries to the Allston main line.

• Refers questions regarding registration, scheduling, attendance, certification status, or course requirements directly to Training Department staff.

Supply & Site Support

• Monitors and restocks shared kitchen supplies, including coffee, creamer, sugar, cups, plates, napkins, paper towels, and utensils.

• Monitors office and training supply areas, including printer paper, pens, markers, bathroom keys, and classroom materials, and maintains an organized supply space.

• Maintains a list of low-supply items and shares it with the designated supervisor.

• Assists with placing approved supply orders when trained to do so.

Other Duties

• Refers visitors, learners, or situations outside the scope of the role, including urgent, unfamiliar, or unclear situations, to a supervisor or designated staff member.

• Participates in department meetings as appropriate.

• Performs other job-related duties as assigned.

Knowledge and Skills:

• Ability to communicate in a friendly, professional, and respectful manner with visitors, learners, and staff.

• Ability to follow established routines and written or visual checklists with consistency.

• Ability to seek guidance and support from supervisory or job coaching staff as needed.

• Basic proficiency operating a telephone, printer, and reviewing a printed or shared digital calendar.

• Ability to perform job duties within a structured, supported work environment.

About Vinfen

Established in 1977, Vinfen is a nonprofit, health and human services organization and a leading provider of community-based services to individuals with mental health conditions, intellectual and developmental disabilities, brain injuries, and behavioral health challenges. Our services and advocacy promote the recovery, resiliency, habilitation, and self-determination of the people we serve. Vinfen's 3,500 dedicated employees are experienced, highly-trained professionals who provide a full range of supportive living, health, educational, and clinical services in over 550 sites throughout Massachusetts and Connecticut. For more information about Vinfen, please visit www.vinfen.org/careers.

My Job. My Community. My Vinfen.

Vinfen is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

Qualifications

Must be at least 21 years old

Must have the legal right to work in the United States

A High School diploma, GED certificate is highly desirable

Able to sit for extensive amount of time during the day

Able to communicate verbally and in writing

Basic understanding and use of various pieces of office equipment