Sorry, this listing is no longer accepting applications. Don’t worry, we have more awesome opportunities and internships for you.

Administrative Assistant-Oxford

Health Federation of Philadelphia

Administrative Assistant-Oxford

Philadelphia, PA
Paid
  • Responsibilities

    Job Description

    JOB SUMMARY

    The Administrative Assistant acts as the first point of contact for clients and visitors, facilitates internal and external communications, and serves as the liaison with other offices, individuals, and external institutions and agencies on a range of issues.  This role provides support for meetings, conferences, and other special events, as required.  The successful candidate must be knowledgeable, courteous, professional, and have the ability to multi-task. 

    Responsibilities of this role include greeting and assisting all visitors and taking and directing all calls for the main HFP-Oxford contact number.  The person in this position also has additional responsibilities involving clerical, secretarial and administrative support for the Oxford site.

    JOB SPECIFICATIONS

     

    Responsibilities/Duties

     

    ·         Manages hospitality for the Oxford site including knowledgeable, courteous and efficient triage of visitors, callers, deliveries, and clients during weekday business hours or as otherwise required. 

    ·         Maintains professional and orderly appearance of reception area, supply closets, supply room, and kitchen area.

    ·         Provides administrative and clerical support for Oxford site including typing, faxing, scanning, and compiling materials as needed.

    ·         Maintains technical knowledge of copiers, postage machine, laminator, AV equipment, video conferencing, Wi-Fi connectivity and Polycom phone system, including equipment set-up for meetings and the ability to troubleshoot problems encountered and assist users.

    ·         Plans and schedules appointments, events, site meetings, etc.

    ·         Maintains scheduling calendar for meeting rooms and assists with meeting set-up, ordering materials/equipment and catering, and clean-up as requested.

    ·         Plans and schedules short and long-distance travel for EHS staff.

    ·         Primary contact for building relations, service and maintenance.

    ·         Receives all deliveries, sorts mail, and stocks and maintains all kitchen and office supplies and materials.

    ·         Performs other duties as assigned by the supervisor.

    ·         Administrative support; supply access; centralized troubleshooting; smooth internal operations.

  • Qualifications

    Qualifications

    Education

    ·         High school diploma required with concentration in administrative services.  Bachelor’s preferred.

     

    Skills/Experience

    ·         Minimum of 2 years of experience in an administrative position in a busy office environment with significant staff and client exposure.

    ·         Knowledge of general office operations, office management principles and procedures.

    ·         Excellent written and verbal communication, organizational, and office equipment skills.  Proficient in Microsoft Office Suite.

    ·         Ability to work with a variety of cultures and diverse audiences.

    ·         Ability to communicate effectively with all levels within and outside of the organization with a high degree of professionalism.

    ·         Ability to manage competing priorities, deadlines, and challenging communications with professionalism, tact, good judgment, flexibility, and the ability to multi-task

     

    WORK ENVIRONMENT:

    Standard office setting with extended periods at work station and use of office equipment.

     

    POSITION TYPE AND WORK SCHEDULE:

    Typical hours are Monday through Friday 8:30 am to 5:00 pm. 

     

    TRAVEL:

    Occasional local travel to other sites and community meetings may be required. 

     

    PHYSICAL DEMANDS:

    Position requires sitting at reception desk, mobility around office, and routinely moving supplies and

    equipment weighing up to 30 lbs.

     

    SALARY AND BENEFITS:

    Our employees are our most valuable resource, so we offer a competitive and comprehensive benefits package, which can include:

     

     

    ·   Medical with vision benefits

    ·   Dental insurance

    ·   Flexible spending accounts

    ·   Life,  AD&D and long term care insurance

    ·   Short- and long-term disability insurance

    ·   403(b) Retirement Plan, with a company contribution

    ·   Paid time off including vacation, sick, personal and holiday

    ·   Employee Assistance Program

     

    Eligibility and participation is handled consistent with the plan documents and HFP policy. 

     

    DISCLAIMER

    The Health Federation reserves the right to modify, interpret, or apply this job description in any way the Company desires. The above statements are intended to describe the general nature and level of work being performed by an employee assigned to this position. This job description in no way implies that these are the only duties, including essential duties, responsibilities and/or skills to be performed by the employee occupying this position. This job description is not an employment contract, implied, or otherwise. The employment relationship remains “at will.” The aforementioned job requirements are subject to change to reasonably accommodate qualified disabled individuals.

    The Health Federation of Philadelphia (HFP) is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation or preference, marital status or any classification protected by federal, state or local law.

    Additional Information

    ALL APPLICANTS MUST APPLY TO THE POSITION THROUGH THE FOLLOWING LINK. ALSO, PLEASE UPLOAD A RESUME AND COVER LETTER WHEN APPLYING.

    https://www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=32980&clientkey=703E6F23E139A9E15CD4746A9D25637D