Administrative Assistant

Working in collaboration with and in support of the members, including leadership, faculty, candidates, students and fellows, this position provides administrative, customer service, and organizational support to the Center’s membership and programming needs. The Administrative Assistant will report directly to the Executive Director.

Responsibilities:

Administrative Duties

• Zoom room management and correspondence
• Post basic website updates (including maintaining online calendars and social media accounts)
• Assist with minute-taking at committee and division meetings
• Maintain and update license and insurance records
• Utilize mail-merge functions to send member/faculty correspondence and compile membership directory information
• Compile and edit the Member Newsletter
• Assist with exporting and summarizing evaluation data in accordance with accreditation requirements
• Monitor email and voicemail, reply to basic member inquiries and forward complex issues to appropriate coordinator or director.
• Support facilities needs as necessary for classes, programs, and events, including tasks such as printing materials, arranging rooms and seating, setting up equipment, stocking supplies, assisting with catering and supply orders, etc.
• Provide technical support for virtual classes and programs as needed
• Assist in maintaining, creating, and organizing files and records (both physical and virtual), particularly attendance
• Provide additional support as needed, including ad hoc requests from members and/or Executive Director.

Qualifications and Competencies/Attributes include:

• Bachelor’s degree or equivalent with at least one year of administrative experience
• Unquestioned integrity and alignment with the mission of the Center
• Superior organizational and project management skills, and the ability to execute multiple objectives concurrently
• Fast and independent learner
• Proficiency with MS Office and Google Suite required

Physical Requirements and Work Environment

• Works in a potentially stressful environment dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts
• May work at a desk and computer for extended periods of time
• Works both at home and in a climate-controlled office environment in an historic home
• May be required to occasionally lift up to 30 lbs
• Frequent use of stairs when working on-site
• Ability to work some evenings and occasional weekend days
• Please note that the Center is located in East Fairmount Park where public transportation options are limited
• Access to reliable internet for remote work
• Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions

Please note: While this is a hybrid position, PCOP employees currently largely work remote in the summer and winter and are in office 1-2 days a week in the spring and fall.

Currently, the monthly premium costs are covered in full for individual health and dental insurance through PCOP's plans.