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

Job Description:

Administrative Assistant

Bebashi - Transition to Hope

Philadelphia PA

(Full Time Permanent Opportunity)

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 theCOO/Chief strategic Initiatives.

Job Summary:

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.

MAIOR DUTIES AND 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.

Experience and Skills:

Education & Experience:

Associates 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.

Other Requirements:

Valid drivers license with clean driving record preferred

Reliable transportation

PA State Criminal Clearance

PA Child abuse Clearance


Physical Demands:

This is a sedentary position that requires long periods of being a seated position and working on a computer.

This position may require lifting of up to 20 lbs. May be exposed to outside weather conditions.

Benefits

We offer Excellent Benefits beginning the 1st day of the following month after 30 days employment:

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

Hours are:

Monday - Friday 8:30 am - 4:30 pm OR 9:00 am - 5:00 pm

Job Status: Full Time Non-exempt

Bebashi is an equal opportunity employer. We do not discriminate on the basis of race color religion marital status age national origin gender sexual orientation gender identity or expression veteran status or any other status protected under federal state or local law. We are committed to inclusion equity and diversity.