Essential Duties and Responsibilities
The primary responsibilities of the Executive/Administrative Assistant will be to provide assistance to the Vice President and Directors of Residential and Homeless Programs. Responsibilities will include assisting with the preparation of grants, contracts, reports, budgets and similar documents; scheduling meetings, appointments and other events. Preparing meeting minutes; organizing and maintaining the department files and supplies; creating and updating reports; provide administrative and technical support to programs; and preparing and creating correspondence and communication.
- Coordinate department meetings, trainings and related events. Attend meetings and prepare agendas, minutes and resolutions.
- Assist with budget management/reporting and manage petty cash.
- Lead administrative support for meetings as needed/assigned.
- With the Directors and VP, revise and update policies to the Project HOME Portal.
- Assist people who contact Project HOME for housing or for information about Project HOME.
- Coordinate and compile information gathering from VP, Directors and other staff while monitoring deadlines.
- Assist & manage various special projects as needed including grant proposals and contracts.
- Manage Outlook calendar for VP of Residential and Homeless Programs.
- Organize, track and assist with the processing of invoices and other financial related items (petty cash, travel/out of pocket expenses, etc.).
- Create templates for various reporting needs.
- Maintain office and operating supplies inventory.
- Act as vehicle point person for administrative Project HOME vehicle. Send monthly information to Property Management.
- Perform other duties as assigned.
Our community of care extends to homeless persons, residents, vendors, consumers, staff, outside agencies and all people who enter our dwelling places. Thus, we work to avoid making assumptions and generalizations about people. We demonstrate and foster respect for cultural differences. We believe in our ability to listen and learn from one another. Specifically, building community means:
- Respond to work tasks in a courteous and timely fashion.
- Interact with visitors, residents, other staff and co-workers in a professional and welcoming manner.
- Strive to put others at ease and communicate in ways others can understand.
- Develop and maintain smooth, cooperative working relationships with others and encourage open expression of ideas and opinions.
Additionally, all staff are responsible for the following:
- Commitment to the mission of Project HOME
- Work at establishing a base of trust with each resident or community member.
- Continue to learn about mental illness, addictions and dually diagnosed residents.
- Accept residents and community members "where they are at" while working to assist them.
- Observe confidentiality, privacy and dignity of each resident.
- Associate's degree, bachelor's degree preferred.
- Minimum of 3 years secretarial/administrative experience
- Excellent administrative, communication (verbal & written), organizational, and problem solving skills;
- Strong computer skills, particularly in Microsoft Office (Word, Excel, Outlook, etc.);
- Ability to interact appropriately with all members of the community. Candidate will also be able to work independently as well as with a team, have the ability to prioritize tasks and take initiative; and comfortable with responsibility and handling unforeseen needs.
- Valid driver's license required.
Project HOME is an Equal Opportunity Employer
1515 Fairmount Avenue
Philadelphia, PA, US 19130
Employment type:Full Time
Benefits:Project HOME offers a comprehensive benefits package including: health, dental, and life insurance; 401(k) with employer contribution, flexible spending accounts, generous paid time off including vacation, sick, and sabbatical.