Title:   Education Program Assistant                                                       November 2019

Boston Psychoanalytic Society and Institute (BPSI), is a professional membership organization, which provides post-Graduate education in psychotherapy and psychoanalysis, and offers courses and programs for the public. Founded in 1933, BPSI is the largest APsaA and IPA-affiliated institute in the country and supports a community of psychoanalysts, psychoanalytic therapists, interdisciplinary scholars, and others who are curious about the field of psychoanalysis.

Purpose / Role and Primary Responsibilities:

The Education Program Assistant supports a diverse range of educational and public programming in this vibrant and well-established nonprofit organization and offers an opportunity to grow and develop new skills as part of a small dynamic administrative team.

Working under general supervision and as part of a collaborative team, the Education Program Assistant provides clerical and administrative support for BPSI’s educational, membership, facilities, and public program operations, as directed.  Functions and tasks are subject to change as needed and include but are not limited to:

General Administrative Support

• Provide administrative support to the Senior Administrator/Director of Continuing Education and other staff and leadership as needed with professionalism, discretion and confidentiality as required.


• Welcome visitors, answer phones, determine appropriate response and/or direction of call/inquiry.


• Participate in planning, facilitating and carrying out activities necessary to ensure the successful outcome of all BPSI events.


• Prioritize and respond to range of diverse and often heavy correspondence.


• Partner in maintaining master conference/classroom/event/meeting calendar.


• Ensure accurate, timely filing and management of records for assigned Committee meetings including the preparation and distribution of all related materials agendas, announcements, minutes, and other information and documentation as directed.


• Learn all BPSI organizational databases, (Donor Perfect, Constant Contact, GiveCloud, etc.) and participate in maintenance of all databases.


• Proactively collaborate with the BPSI administrative team to identify and develop ways to improve efficiency, quality, and output of related work and programs.

Hospitality & Building Responsibilities

• Serve as the main point of contact and provide a variety of answers and direction to inquiries/complaints from members, partners, and guests at all times of the day.

· Arrange and take responsibility, in collaboration with others, for setting up refreshments and decorations for committees and special events.

• Serve as point of contact for internal and external A/V needs, and provide assistance with A/V, internet access, copier, and printers for visitors. Troubleshoot any A/V or equipment related difficulties.


• Ensure all windows and points of entry are secure, building locked and alarm set at the end of the evening.

Program Management

• Participate in planning, facilitating, and carrying out activities necessary to ensure the successful outcome of all events.


• Assist, develop, propose, edit marketing and outreach graphics/banners and announcements and distribute within given time frames.  


• Develop relationship and collaborate with program Chairs and Co-chairs assisting in development of all marketing and publicity efforts to ensure successful program administration.


• Maintaining accurate and up to date calendars, content and postings to BPSI website.

Continuing Education

• Support Director of Continuing Education and other staff to ensure effective continuing education compliance as needed.


• Process and ensure accurate and timely completion of CE applications and reaccreditations as directed. 


• In conjunction with the Director of Continuing Education and Systems & Resource Administrator, collect CE course materials, schedule courses, manage attendance and CE applications/certificates for all programs.

Marketing/Communications

• Editorial Assistant for bi-annual newsletter assuring timely production and distribution.


• In collaboration with Editor, copy editor, designer, and others as needed, assist in, and coordinate the layout for each issue, developing or modifying templates as needed using   appropriate software.


• Primary administrator for organization’s monthly news and announcement publication, “BPSI Notes”.


• Edit and ensure timely update, distribution and dissemination of forms, agendas, minutes, newsletters, web content and other relevant education materials.

Training Outreach

• Primary administrative liaison for BPSI Training Outreach program, work closely with, and take direction from the Training Outreach/Liaison Chair(s).


• Process and track inquiries from potential applicants.


• Create, maintain, and distribute all collateral materials and graphics for Training Outreach efforts.


• Develop expertise in articulating and describing various BPSI training program to potential applicants.


• Determine and lead in follow-up action for cultivation and events geared to of future applicants to BPSI.

Committee Support

• Provide general administrative support to assigned Committees as directed, including management of agendas, minutes, correspondence, timely filing of records and project support.


• Responsible for coordination and dissemination of communications from central leadership including Board Chair, President, Executive Director, and Division Chairs.

Fundraising and Development Support

• Assist with the entering/updating of gift/donor data. Prepare timely and accurate gift acknowledgements. 


• Ensure accuracy of donor records in collaboration with appropriate staff/leadership including Systems and Resource Administrator; Managing Director; Business Manager; and Committee Chairs.

Cross-team Assistance

• Cross-train and assist other staff members as needed as part of a collaborative team to ensure effective and timely operations for all BPSI activities.


• Proactively collaborate with the BPSI administrative team to identify and develop ways to improve efficiency, quality, and output of BPSI administrative work and all BPSI programs.


• Other Committee support as directed.

Reporting Relationships  

• Direct report to Managing Director.


• Takes direction from Executive Director, Senior Administrator/Continuing Education Director and assist other staff team members as needed. 

Background / Experience, Education, Expertise, Skills & Training

Education:

• Bachelors’ Degree required, with minimum 3 years professional experience.

Technical Skills:

• Experience with creative design software preferably Adobe InDesign and Photoshop.


• Profiency with Microsoft Office Suite and Windows 10.

Professional Skills:

• Must be capable of maintaining confidentiality throughout all levels of the organization.

• Exceptional organizational, customer service, and listening skills with ability to pay close attention to detail.


• Flexibility and adaptability to work effectively in a collegial fashion in a fast-paced environment and realign priories as needed.


• Effective, collaborative team member ensuring high level of creative quality and accurate content for communication and distribution of BPSI programmatic and marketing announcements.  

• Outstanding verbal and written skills, some editing experience desirable.


• Proactive self-starter; can anticipate problems and creatively contribute to solutions.


• Demonstrated ability to work professionally and respectfully within a large complex volunteer membership organization working with broad range of people and variety of personalities.


• Good sense of humor a plus.

This is a full-time, 40-hour position.  Schedule is Monday through Wednesday, 11a-7pm, Thursday 2p-1