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Administrative Project Manager job in Philadelphia at Public Health Management Corporation

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Administrative Project Manager at Public Health Management Corporation

Administrative Project Manager

Public Health Management Corporation Philadelphia, PA Full-Time
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The National Nurse-Led Care Consortium (NNCC), an affiliate of PHMC, is a membership organization that supports nurseled care and nurses at the front lines of care. The primary purpose of this position is to provide and coordinate administrative support to the Senior Leadership Team and staff of NNCC, ensuring that the administrative functions of the office operations are supported and executed efficiently and effectively in a timely fashion. This position will develop and independently execute administrative and operations quality improvement projects on behalf of the organization and in coordination with senior operations leadership. This position will oversee certain administrative tasks and track progress and share updates with operations staff. The position will report to the Senior Director of Operations and Training. Time may be split between multiple NNCC locations: West Philadelphia (4601 Market St.), Center City (1500 Market St.) and Northeast Philadelphia (1080 N. Delaware Ave) (all accessible by public transportation).

Responsibilities:

  • Responsibility for administrative tasks involving Contracts, Fiscal, HR, IT, and Facilities, including:
    • Contract tracking, upkeep, development, and processing
    • Hiring, credentialing, and staffing changes
    • Timekeeper coordinator for NNCC, ensuring staff time is submitted according to the payroll calendar
    • NNCC inventory tracking and management (client supplies, office supplies, and tech equipment)
    • Oversee NNCC Amazon Business Account o Visitor Management System requests
    • Monthly credit card reconciliation
    • Monthly NNCC rent allocation
  • Act as direct liaison with PHMC administrative services, including Contracts, Fiscal, HR, IT, and Facilities
  • Directly support NNCC Executive Director
    • Support with Board meetings, requirements, and activities
    • Special projects as assigned
  • Training
    • Maintain NNCC training materials and standard operating procedures, updating them in accordance with PHMC process changes and NNCC leadership input
    • Training liaison for PHMC University and NNCC’s Bridge Learning Management System.
    • Training new and current staff in Contracts, Fiscal, HR, IT, and Facilities policy and procedures
  • Supervision
    • Supervise NNCC Administrative Assistant
    • Organize and delegate workflow to Administrative Assistant
    • Conduct quarterly and annual reviews
    • Hold regularly scheduled meetings with Administrative Assistant
    • Ensure administrative staff has necessary tools to complete tasks
  • Administrative support to NNCC programs and initiatives as needed, including:
    • Oversee and maintain NNCC’s Grant Management System
    • Schedule meetings and catering, support events, and conference planning.
    • Process invoice and expense reimbursement requests.
    • Invoice funding agencies
    • Other clerical and administrative duties as assigned
    • Co-lead NNCC Infrastructure and Social Committee Meetings.
    • Act as technical resource
    • Graphic design as needed
    • Video editing as needed
  • Commitment to ensuring equitable working environment for all staff and clients

Skills:

  • Strong demonstrated proficiency with Microsoft Office Suite, specifically Teams, Word, Excel, PowerPoint, and Outlook
  • Strong proficiency with Adobe Pro/DC form creation
  • Strong proficiency with Zoom video conferencing
  • Ability to learn and adapt to new technology
  • Familiarity with graphic design
  • Excellent verbal, written, and oral communication skills
  • Strong organizational and time management skills
  • Ability to manage and prioritize multiple assignments from multiple staff members
  • Ability to work independently and collaboratively
  • Proven ability to work under pressure and meet deliverables
  • Flexibility to adapt to changing work demands
  • Ability to understand, enforce, and adhere to company policies and procedures
  • Ability to handle confidential information in accordance with company policies and procedures

Qualifications:

  • Minimum of 5 years of administrative assistant or office-based work experience required
  • Able to work on-site or off-site per assignment

Education Requirement:

  • Bachelor’s Degree required.

Salary:

  • Commensurate with education and experience.
  • Grade 18
 

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