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Administrative Assistant

Public Health Management Corporation Philadelphia Full-Time
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The Administrative Assistant is responsible for supporting several programs and departments across the organization.  Additionally, this individual will assist the administrative team with broader organization-level responsibilities. This position reports to the Administrative Coordinator and will also be accountable to the Directors overseeing programs and departments with which the person holding this position works. Departments with which this position may work include: Family Services, Nutrition and Active Living, Sexual Reproductive Health, Tobacco Prevention and Control Division, Training and Capacity Building, or any other department assigned within Health Promotion Services Division.

The Administrative Assistant is responsible for supporting several programs and departments across the organization. Additionally, this individual will assist the administrative team with broader organization-level responsibilities. This position reports to the Administrative Coordinator and will also be accountable to the Directors overseeing programs and departments with which the person holding this position works. 

Departments with which this position may work include: Family Services, Nutrition and Active Living, Sexual Reproductive Health, Tobacco Prevention and Control Division, Training and Capacity Building, or any other department assigned within Health Promotion Services Division. As with all positions, the Administrative Assistant role is contingent upon funding for the project.


Responsibilities:

  • Provides administrative support to assigned programs, including meeting scheduling, purchasing and expense reporting, securing meeting rooms, and communicating with staff and partners
  • Assists with contract preparation
  • Attends team meetings and takes minutes when necessary
  • Ensures all job assignments are completed according to timeline and priority
  • Coordinates and makes travel arrangements for out of town conferences and events
  • Uploads data and information in Federal, FTP and other database sites
  • Assists Project Directors with completing and submitting required reporting
  • Updating social media and website, including but not limited to Facebook, Instagram, and HPC website
  • Monitors and assists with responding to online activity and feedback on social media
  • Assists with HPC newsletter/vlog
  • Assists HPC and PHMC administrative staff with answering and directing incoming phone calls
  • Perform other duties and responsibilities as assigned

Skills:

  • Effective verbal and written communication
  • Demonstrated proficiency with Microsoft Suite, specifically Word, Excel, PowerPoint and Outlook
  • Knowledge in Microsoft Visio and Project a plus
  • Demonstrated proficiency with website updating and social media
  • Strong organizational and time management skills, attention to detail, flexibility and ability to work independently or as part of a team
  • Willingness and ability to adapt to changing work demands and to understand and implement all policies and procedures of a complex, multi-service organization
  • Personal commitment to promoting and learning about healthy lifestyles
  • Ability to handle confidential information in accordance with PHMC policies and procedures
  • Proven ability to work under pressure and meet deliverables

Experience:

  • Minimum of three years of administrative assistant or office-based work experience preferred

Education Requirement:

  • High School Diploma or GED, required. Bachelor’s Degree, preferred

Salary:

  • Commensurate with education and experience

Skills required

Organize Appointments
Telephone Consultations
Setting Up Files
Field Administration
Operation Departments
Time Management

Location

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Administrative Assistant
Estimated Salary: $64K
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Public Health Management Corporation (PHMC) is a nonprofit public health institute that builds healthier communities through partnerships with government, foundations, businesses and community-based organizations. It fulfills its mission to improve the health of the community by providing outreach, health promotion, education, research, planning, technical assistance, and direct services.

PHMC has served the Greater Philadelphia region since 1972 as a facilitator, developer, intermediary, manager, advocate and innovator in the field of public health. With more than 2,500 employees, 350 programs, a network of subsidiary organizations, 70 locations, sites and close to 350,000 clients served annually, PHMC is one of the largest and most comprehensive public health organizations in the nation.

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