Administrative Assistant

SUBSIDIARY: Interim House West

ROLE TYPE: Full-Time

SCHEDULE: Monday to Friday, 8:30 a.m. to 5:00 p.m.

JOB OVERVIEW:

The Administrative Assistant reports to the Director of Addiction Services and is responsible for the day-to-day coordination of office-related activities within a busy program. This position is responsible for supporting the Director of Addiction Services and for coordinating and providing administrative and clerical support services required in the program.

IHW is an evidence-based/supported holistic substance use program for pregnant and parenting women with up to 3 children. IHW is in the Parkside section of Philadelphia. The program has the capacity to serve 22 women and up to 45 children (ages 0 to 12) at any given time. IHW serves women who suffer from addiction and/or trauma-related disorders.

RESPONSIBILITIES:

• Coordinate, organize and maintain administrative and management files and information (paper and electronic) with the Director of Addiction Services and Clinical Director.
• Greet clients and visitors with care and respect.
• Coordinate and maintain the proper functioning of all office equipment (excluding computers and printers).
• Coordinate and maintain all office supplies and keep inventory stocked.
• Coordinate and maintain availability, accessibility, and distribution of all forms and stationery.
• Coordinate orientation of new staff regarding administrative and office procedures.
• Maintain initial and ongoing information required for staff eligible as service coordinators under Medical Assistance.
• Coordinate, process, and maintain all purchase requests and purchase orders for expenses incurred by the Interim House West Program.
• Coordinate and provide administrative and clerical assistance and support to supervisory staff as needed.
• Schedule and organize meetings as required.
• Attend all meetings and trainings as required and provide other duties as required.

SKILLS:

• Knowledge and demonstrated skill in the use of Microsoft Word and Outlook
• Able to use automated systems and databases
• Good judgement and problem-solving skills
• Strong organization and time management skills
• Ability to work independently
• Proper grammar and writing skills
• Appropriate and effective interpersonal and communication skills
• Ability to draft write memos and letters independently

QUALIFICATIONS:

• High school diploma or GED required
• Minimum of one year of relevant work experience required
• Preferred: College degree or certification related to office management
• Preferred: Experience working in a human services organization
• Preferred: Experience working in a fast-paced environment

COMPENSATION: PHMC/IHW offers a competitive salary and an excellent benefit package.

PHMC is an Equal Opportunity and E-Verify Employer.