Administrative Assistant

About us: Fab Youth Philly is an award-winning youth development organization whose mission is to build bridges to adulthood through meaningful employment, strong community connections and opportunities for teens to explore their passions.

Position Summary: Fab Youth Philly is seeking to hire a Part-Time, permanent, Administrative Assistant to work 20 hours per week (Tuesday to Friday) with the Executive Director and other staff to support the operational and administrative tasks necessary effectively to run our organization. The Administrative Assistant will be the first point of contact when guests visit our headquarters, so will be expected to provide exceptional customer service, and uphold a welcoming space. While there will be some interactions with our teen participants, this is a purely administrative role, and no experience working with teens is required or expected. The Administrative Assistant will be responsible for supporting the onboarding and offboarding up to 250 (seasonal/cohort-based) employees annually, meticulously maintaining staff files, equipment and supply inventories, processing mail, tracking employee hours and contribute to processing biweekly payroll, as well as basic office functions: scanning, shredding, etc.

Applicants who will excel at Fab Youth Philly are people who enjoy working in a fast-paced environment, are comfortable with progress over perfection, get excited trying new things and making improvements in real time; and who view wearing many hats as an opportunity to learn and contribute to their own, as well as the organization’s growth. We value employees who take pride in the role they play to help transform our organization and neighborhood/community for the better each day.

Essential Duties include but are not limited to:

Administrative/Clerical (60%)

• Organize, maintain and track office supplies and equipment using software like ToteScan.
• Scan, copy and organize receipts, files and documents; and shredding.
• Maintain both electronic and physical filing systems.
• Update staff directory and staff files on an on-going basis using Excel, Teams, Salesforce and other software.
• Collaborate with Bookkeeper and Fundraising Manager to gather items (receipts, forms, data) for various reports.
• Collaborate with Youth Programs Team to organize files, forms, input data.
• Support the Executive Director with Board of Directors meeting preparation.
• Other duties as assigned.

Human Resources (30%)

• Support the onboarding and offboarding of employees, managing paperwork and certifications, adding/removing/updating employees in our Staff Directory.
• Support the processing of biweekly payroll; reviewing timesheets.
• Assist with enrolling staff in health benefits.

Customer service (10%)

• Greet guests who visit headquarters.
• Help maintain organized, clean spaces including various offices and shared spaces.
• Help set up and clean up for various meetings and events.

Work Schedule (NON-NEGOTIABLE):

This is a part-time, permanent, in-person position, 20 hours per week.

Tuesday to Friday from 10:30am to 3:30pm.

We are welcoming to people who are formerly incarcerated. Research shows that individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.

Requirements:

• All three of these clearances are required: Criminal background, Child Abuse, FBI Fingerprints (acceptable if completed between August 1, 2023, and August 1, 2025 be required). If results are outside of this date range, new clearances must be obtained, which we will pay for)
• At least two years’ experience working in an office environment
• Minimum high school diploma/GED; Associate’s Degree (or equivalent) preferred
• Strong computer skills; comfortable with and proficient using Microsoft Suite of products: Word, PowerPoint, Excel, Teams, OneDrive & SharePoint; Google Docs, Dropbox and other productivity apps. Familiarity with Salesforce a plus
• Able to use various technologies to scan, copy and file various confidential documents.
• Willing and eager to learn about a new/unfamiliar neighborhood
• Access to reliable phone and internet service to be able to respond to emails within 24 hours and to send/receive text messages
• Must be able to work in a busy, often complex work environment that is generally climate controlled
• Must be able to lift up to 25lbs unassisted on an occasional basis
• Must be able to sit for long periods of time.
• Must be able to stand or walk for long periods of time
• Willing and able to get around Philadelphia independently; has reliable mode of transportation; having access to a reliable car is desirable

Skills & Qualities

• Trustworthy: able to maintain confidential information
• Organized: able to successfully keep confidential documents organized and stored correctly
• Time Management: able to prioritize and work on multiple projects at once in service of our commitment to our various stakeholders 
• Effective communication: especially with supervisor, as well as peers, teens, families and community members
• Customer service skills: able to meet the needs of various stakeholders and create a welcoming space for visitors
• Reliable: understands that showing up for our stakeholders reflects our commitment to them and the work we do, and that consistency is key to relationship building
• Self-reflective: open to learning, continuous improvement and incorporating feedback to make improvements