Administrative & Operations Assistant, Fab Youth Philly

Reports to: Executive Director

Salary: $22/hour

FLSA Status: Overtime eligible after 40 hours per week

Position Type: Part-time, permanent, in-person, 20 hours per week

Schedule: Tuesday–Friday, 10:30 AM–3:30 PM

Positions Available: 1

About Fab Youth Philly

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 a highly organized, dependable, and solutions-oriented Administrative & Operations Assistant to work 20 hours per week with the Executive Director and other staff to support the administrative systems, organizational operations, and day-to-day logistics that keep our organization running effectively.

This position combines traditional administrative responsibilities with hands-on operational support. The Administrative & Operations Assistant will help ensure that our office, records, supplies, technology, staff systems, and organizational logistics are organized, functional, and ready to support our programs and staff.

This person will also play an important role in supporting the onboarding and offboarding of our seasonal and cohort-based workforce. Fab Youth Philly may employ up to 250 employees annually, making accurate records, timely communication, and consistent administrative processes particularly important.

The Administrative & Operations Assistant will be an important point of contact when guests visit our headquarters and will help maintain a welcoming, organized, and professional environment. While this position may have occasional interactions with teens, it is primarily an administrative and operations role; direct youth-development experience is not required.

The person who will excel in this role is someone who enjoys being a generalist and problem-solver—someone who notices what needs to be done, can manage details without losing sight of the bigger picture, is comfortable juggling multiple priorities, and enjoys improving systems as they learn.

Essential Duties

Operations & Office Management — approximately 35%

• Manage the day-to-day operational needs of Fab Youth Philly's headquarters and help ensure that staff have the supplies, equipment, and resources they need to do their work.
• Organize, maintain, and track office supplies, equipment, and other organizational assets using systems such as ToteScan, SlickText and Thrift Cart (no previous knowledge of these software is required)
• Monitor inventory and identify when supplies need to be replenished, repaired, replaced, or reorganized.
• Coordinate routine office logistics, including mail, deliveries, and other incoming and outgoing materials.
• Help coordinate maintenance, repairs, technology needs, and other operational issues, communicating with vendors or service providers as needed.
• Maintain organizational calendars, contact lists, and other shared operational resources.
• Support the setup and breakdown of meetings, workshops, staff gatherings, and organizational events.
• Identify opportunities to improve administrative and operational systems and help implement those improvements.
• Ensure that shared office spaces are functional and ready for staff, meetings, programs, and visitors.

Administrative & Organizational Support — approximately 30%

• Maintain accurate electronic and physical filing systems for organizational documents and records.
• Scan, copy, organize, and securely store receipts, forms, and other organizational documentation.
• Update organizational records and databases using Excel, Microsoft Teams, OneDrive, SharePoint, Salesforce, and other software.
• Collaborate with the Bookkeeper and Fundraising Manager to gather receipts, forms, data, and other documentation needed for financial and organizational reporting.
• Collaborate with the Youth Programs Team to organize program-related files, forms, participant information, and data.
• Support the Executive Director with preparation for Board of Directors meetings, including gathering materials and maintaining Board documents.
• Help maintain templates, forms, procedures, and other administrative resources.
• Provide administrative support for organizational projects and initiatives as needed.

Human Resources & Staff Operations — approximately 25%

• Support the administrative onboarding and offboarding of employees, including required paperwork, certifications, equipment, and communication.
• Help manage the administrative process associated with onboarding and offboarding a large seasonal/cohort-based workforce.
• Maintain accurate and up-to-date personnel files and employment records.
• Add, remove, and update employees in staff directories, databases, and other staff systems.
• Support the processing of biweekly payroll by reviewing timesheets for completeness and accuracy and following up with staff or supervisors when information is missing.
• Assist with employee benefits enrollment and related administrative tasks.
• Help distribute and collect staff forms and other employment-related documents.
• Track required employee documentation, certifications, and clearances.
• Maintain confidentiality when handling personnel, payroll, benefits, and other sensitive employee information.

Customer Service & Community-Facing Support — approximately 10%

• Greet guests who visit Fab Youth Philly's headquarters and provide a welcoming, professional first point of contact.
• Answer or appropriately route routine questions from staff, community members, families, partners, and visitors.
• Provide respectful and responsive customer service to people interacting with Fab Youth Philly.
• Communicate clearly and professionally with people from a variety of backgrounds and roles.
• Help ensure that visitors and community members have a positive experience when interacting with the organization.

Work Schedule

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

Tuesday–Friday, 10:30 AM–3:30 PM.

Because this position is responsible for supporting the day-to-day operations of our headquarters, regular and reliable in-person attendance during scheduled hours is essential.

Benefits

• Three days of Paid Time Off (PTO) per year
• Eight paid sick days
• Nine paid holidays
• One week of paid time off at the end of August following the Play Captain Initiative Summer Program

Requirements

• At least two years of experience working in an office, administrative, operations, nonprofit, or similarly organized work environment.
• Minimum high school diploma/GED; Associate Degree or equivalent experience preferred.
• Strong computer skills and comfort using Microsoft Office/Microsoft 365, including Word, PowerPoint, Excel, Teams, OneDrive, and SharePoint.
• Familiarity with Google Docs, Dropbox, Salesforce, and other productivity or database systems is a plus.
• Strong organizational skills and demonstrated ability to maintain accurate records and manage multiple priorities.
• Ability to handle confidential information appropriately and exercise good judgment.
• Ability to learn new systems, software, and procedures.
• Able to use various technologies to scan, copy, organize, and securely file documents.
• Reliable phone and internet service and ability to respond to work-related emails within 24 hours and send/receive text messages.
• Willing and able to work in a busy, often complex environment.
• Must be able to lift up to 55 lbs. unassisted on an occasional basis.
• Must be able to sit for extended periods of time.
• Must be able to stand or walk for extended periods of time.
• Willing and able to travel independently around Philadelphia when necessary for organizational business; reliable transportation is required, and access to a reliable car is desirable.
• Willing and eager to learn about and work respectfully within the Kensington neighborhood and broader Philadelphia community.
• The three required clearances—Criminal Background, Child Abuse, and FBI Fingerprints—are required. Fab Youth Philly will pay for required new clearances.

Skills & Qualities

• Highly Organized: Keeps track of details, documents, deadlines, supplies, and competing priorities without requiring constant reminders.
• Reliable & Accountable: Consistently follows through on responsibilities and understands that dependable administrative and operational support is essential to the organization's success.
• Resourceful Problem-Solver: Notices problems, identifies possible solutions, asks for help when appropriate, and follows issues through to resolution.
• Strong Time Management: Able to prioritize competing requests and manage multiple projects while meeting deadlines.
• Detail-Oriented: Understands that accuracy and attention to detail are important when handling organizational, financial, personnel, and program information.
• Effective Communicator: Communicates clearly and proactively with supervisors, peers, vendors, community members, teens, and families.
• Discreet & Trustworthy: Exercises good judgment and maintains confidentiality when handling sensitive information.
• Customer-Service Oriented: Creates a welcoming, respectful, and responsive experience for visitors, staff, families, community members, and partners.
• Flexible & Adaptable: Comfortable shifting between administrative tasks, operational needs, and unexpected priorities in a fast-paced nonprofit environment.
• Continuous Learner: Open to learning new systems, receiving feedback, and improving organizational processes.
• Team-Oriented: Works collaboratively and understands that effective operations are a shared responsibility.
• Bilingual: Spanish/English bilingualism is preferred but not required.

Who We Encourage to Apply

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, you are highly encouraged to apply.

Benefits

• Three days of Paid Time Off (PTO) per year
• Eight paid sick days
• Nine paid holidays
• One week of paid time off at the end of August following the Play Captain Initiative Summer Program