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Pine Street Inn WFD Administrative Assistant , (Intern/co-op position

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Pine Street Inn

Pine Street Inn WFD Administrative Assistant , (Intern/co-op position

Boston, MA
Internship
Paid
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  • Responsibilities

    Job Description

    SCHEDULE: 40 hours, Monday – Friday, 8:30 a.m. – 5:00 p.m.

    JOB DESCRIPTION:

    The Workforce Development Administrative Assistant will assist in overseeing a variety of programs within the Food Services and Housekeeping Department Training Programs. This individual will support the entire Workforce Development Team, including the Associate Director of WFD, Stabilization Specialist, and Job Placement Specialists. This department works directly with men and women who are seeking to move beyond homelessness through housing and employment. The incumbent must possess strong computer skills; demonstrate strong verbal and written communication skills, and excellent time management and organizational skills. This is an exciting opportunity to work in a diverse, fun, fast-pace environment while making an important impact in the Boston community.  

    REQUIREMENTS:

    • High School diploma or GED 
    • Some college
    • Minimum of six (6) months professional, fast paced office experience
    • Proficiency with internet research, using social media (Facebook, Twitter, Instagram)
    • Must possess strong computer skills including a proficiency in Microsoft Office, particularly Word, Excel and Outlook
    • Ability to read, and write email communications
    • Excellent written and verbal communication skills
    • Must have excellent time management skills
    • Must be very organized

    PREFERRED:     

    •  Interest in workforce development, social enterprise, nonprofit sector

     

    ESSENTIAL FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:

    JOB TRAINING PROGRAM ORIENTATION 

    • Assists the Workforce Development Team with Orientation that occurs every 8 weeks
    • Organizes print-outs, binders, and all materials
    • Assists with enrollment paperwork and creating identification cards

     

    JOB TRAINING PROGRAM LIFE SKILLS WORKSHOPS

    Assists the Workforce Development Team with the following workshops:

    •   Visiting Chef Series (VCS)

       

    •  Mindfulness Meditation

    •  Professionalism

    •  Financial Literacy

    •  Digital Literacy

    •  Job Readiness

    •  Resume and Interviews

     

    WORKSHOP RESPONSIBILITIES INCLUDE, BUT NOT LIMITED TO:

    • Schedules and confirm workshops / volunteers
    • Manages the Workforce Development Outlook calendar
    • Manages the scheduling of conference rooms / caterings
    • Ensures to be available to escorts volunteers to designated rooms
    • Set up /breakdown rooms per volunteers specifications
    • Prints materials and ensures room is set up with necessary materials
    • Communicates volunteer arrival / info with the Food Services Team, Men’s Inn Front Desk, and at times Development & External Affairs
    • Drafts social media post for supervisors review, and coordinate post with the Inn’s Communication & Media Department (platforms: Instagram, Facebook, Twitter)
    • Drafts acknowledgement email with photos for supervisors review
    • Takes photos of VCS demo, upload, photo shop, and store in assigned folders, while paying particular attention to photo consent information
    • Collaborates with team on creating new partnerships

      

    JOB PLACEMENT & RETENTION SUPPORT

    • Assists the Workforce Development Team and job trainees with resumes, cover letters, online applications, thank you notes
    • Assists the Job Placement Specialists with industry and employer research
    • Tracks job placements into WFD excel database and Clarity HMIS software program
    • Assists with retention efforts of department – making external communication to graduates to determine current employment and potential services needed

     

    FOOD SERVICES TRAINING PROGRAM (FSTP) FAREWELL CELEBRATION

    • Creates a festive lunch and celebration for FSTP trainees who are graduating
    • Works with Executive Chef / Trainer to establish celebration date, sends invitations to appropriate groups, and make room reservations
    • Creates lunch menu with graduating trainees, submits orders, checks request and makes vendor payments
    • Creates a PowerPoint Photo Slide Show
    • Makes all arrangements for cards, certificates, and aprons

     

    ENTRANCE AND EXIT SURVEYS

    • Administers entrance and exit surveys to incoming/outgoing FSTP trainees via Survey Monkey, compile, analyzes and communicates data/findings to WFD team

     

    GENERAL DUTIES

    • Assists the Workforce Development Department with data entry / reports in Clarity HMIS software program
    • Assists the iCater Northeastern Intern by crafting Workforce Development social media content and photos; keeping the WFD calendar up-to-date
    • Additional projects and duties as assigned

     

     

     

     

     

     

     

     

     

     

     

     

  • Industry
    Hospitality