Girls Inc. of Worcester is seeking a highly organized and welcoming Administrative Services Coordinator-Multilingual to serve as the first point of contact for our organization. This role is essential in overseeing the full-cycle registration process across all Girls Inc. programs, including after-school, Eureka!, summer/vacation camp, community, and enrichment offerings. In addition to coordinating agency-wide registration, this position ensures front desk operations are efficient, safe, and aligned with best practices in customer service, data integrity, and building security.
Registration & Program Support
- Lead and manage the registration process for all Girls Inc. programs across departments, ensuring accuracy and compliance with EEC and organizational requirements.
- Maintain and update all participant records and databases (including Excel workbooks and Compass), ensuring data is current, accurate, and secure.
- Collaborate with program staff to ensure timely dissemination of registration information to families and partners.
- Support enrollment tracking and reporting for grant compliance and internal use.
- Provide support during open enrollment periods, family info nights, and community tabling events as needed.
Front Desk Operations & Building Safety
- Greet all visitors, families, staff, and partners with professionalism and warmth, maintaining a welcoming and secure front office environment.
- Monitor daily check-in and dismissal procedures, verifying IDs and ensuring safety protocols are followed.
- Oversee building access protocols, including visitor logs, ID collection, and badge distribution.
- Serve as the primary point of contact for all incoming phone calls and general inquiries.
- Coordinate emergency and safety procedures in partnership with the Facilities and Program teams.
Administrative Services
- Manage and track incoming payments for programs, maintain petty cash drawer accuracy, and follow finance department protocols.
- Provide administrative support including scheduling meetings, preparing mailings, data entry, and managing office supplies.
- Generate routine and special reports from various databases to support program outcomes and organizational needs.
- Maintain confidentiality and uphold agency-wide expectations for data security and professionalism.
- Assist with special projects and events as needed by the Executive and Program teams.
- Including but not limited to event set up, flier creation (Canva), social media support.
Facilities and Environment Support
- Maintain a clean and organized front desk, infirmary, and lobby area.
- Support the organization of program supplies and general upkeep of common areas as needed.
- Assist in preparing events, program materials, or visitors.
All other duties as assigned.
Status: Full-Time, Non-Exempt. Eligible for overtime in accordance with Massachusetts wage and hour laws.
Schedule: Monday–Friday 9:30 AM-6:00 PM *with a 30-minute unpaid lunch break*.
All full time roles require flexibility to support Girls Inc. of Worcester sponsored events on evenings and weekends as needed for fundraising or recruitment.
- Minimum of 3 years’ experience in customer service, data entry, or administrative support, preferably in a nonprofit or education setting.
- High school diploma or equivalent required; associate’s degree or higher preferred.
- Multilingual (Spanish & English speaking required, other languages a bonus)
- Demonstrated proficiency in Microsoft Office Suite and experience working with database systems (Compass, Procare, Excel, or similar platforms).
- Strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.
- Excellent interpersonal and communication skills with a customer service mindset.
- Ability to maintain discretion and professionalism in handling sensitive information.
- Must be able to lift up to 25 lbs and sit or stand for extended periods of time.
- Must be able to pass a CORI/SORI, background check with fingerprinting (cost covered by applicant $30-$50).
- Commitment to equity, inclusion, and the mission of Girls Inc.
Pay Range: $18-$23/Hour (based on experience)
Benefits: Health, dental, vision, and life insurance; 401K; tuition reimbursement; flexible spending account (FSA); Employee Assistance Program (EAP); paid wellness week; and professional development opportunities.
To Apply: Submit your resume and cover letter to:
Girls Inc. of Worcester is committed to a culture of equity, empowerment, and inclusion. We strongly encourage individuals from underrepresented backgrounds—including women, BIPOC individuals, LGBTQ+ individuals, and those with lived experiences reflective of the youth we serve—to apply.