Administrative Assistant - Bebashi-Transition to Hope, Phila., PA

Bebashi • Philadelphia, PA

2d

About The Position

Bebashi-Transition to Hope is a multi-purpose health and social services agency. We provide culturally sensitive health-related information, direct services, education, research, and technical assistance to reduce and eliminate HIV/AIDS as well as other health disparities, such as breast cancer and hunger, within the urban community of Philadelphia and vicinity. Bebashi -Transition to Hope is seeking an experienced and self-motivated Administrative Assistant to provide support to the COO/Chief strategic Initiatives. The Administrative Assistant completes a broad variety of administrative tasks in support of the Chief Operating Officer and Chief of Strategic Initiatives. The Administrative Assistant will support operations in managing schedules, assisting with events and meetings, maintaining electronic records, and providing administrative support to help advance organizational goals and community impact.

Requirements

• Associate’s degree in business and 3 years’ experience (required) - OR - Bachelors’ Degree and 2 years’ experience
• Working knowledge of Office 365 (word, excel, PowerPoint, Adobe, PDF Editing, Document merging)
• Familiarity with working in EHR systems.
• Valid driver’s license with clean driving record preferred
• Reliable transportation
• PA State Criminal Clearance
• PA Child abuse Clearance

Responsibilities

• Maintains calendar and manages schedules by scheduling and prioritizing appointments.
• Coordinate and attend meetings by preparing and distributing agendas, managing attendance (including visitors), taking notes as needed, and ensuring all participants have the necessary materials and information.
• Maintains inventory of program supplies; orders new supplies as needed to ensure adequate supplies for ongoing program operations; including Septa Passes, gift cards and client needs.
• Responsible for daily invoicing, expense vouchers, uploading/scanning invoices for payment into billing system, and maintain support documentation files for vendors.
• Ensures program invoices are processed in a timely manner.
• Serves as main purchaser in ordering program materials for events, incentives, promotional materials.
• Serves as back-up to the Executive Assistant in providing support to the Executive Leadership team.
• Serves as coordinator of special projects as assigned by the COO/CSI or other members of the leadership team.
• Serves as back-up front desk coverage.
• Responsible for maintaining electronic filing systems for correspondence and documentation.
• Assist with meeting logistics (e.g., room set up, zoom set-up, etc.)
• Assists program leadership with audit preparation
• Volunteer Support to include engagement, interviews, onboarding, and orientation
• Perform other related duties as assigned.

Benefits

• Medical Insurance with Employer paying a good percentage of coverage for the Employee
• Vision, Prescriptions
• Dental is 100% Employer paid for Employee
• STD/LTD disability and life insurances 100% Employer Paid for Employee
• 401K with discretionary match
• PTO
• Holidays - 10 paid
• HRA - Fully Employer funded
• Student Loan "Pay Down" program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1-10 employees