Administrative Assistant - CUA in Philadelphia, PA at Public Health Management Corporation

Date Posted: 7/31/2020

Job Snapshot

Job Description

The Administrative Assistant reports to the Program director and is responsible for day-to-day management of office activities within the program.  This position is responsible for providing and coordinating administrative support for the Director and other staff.   This person is also responsible for performing general functions and duties to support the daily operations of the program.


  • Provide administrative and management support to Program Director and staff as needed, including data entry, clerical functions, maintenance of program inventory, shipping, planning and organization of events etc.
  • Coordinate and schedule meetings.
  • Assist with all documentation needed for authorization and billing, and create and maintain client records.
  • Monitor, order and distribute office supplies and program material through an organized inventory process
  • Take notes during meetings and conference calls and prepare summaries.
  • Supporting the preparation of all reports internal and external.
  • Create and format Standardized forms.
  • Coordinate availability and distribution of all forms.
  • Coordinate orientation of new staff concerning administrative and office procedures.
  • Schedule and organize Meetings as required.
  • Route all incoming and outgoing mail.
  • Interact with program participants and other community based agencies.
  • Provide support for timekeeping and payroll preparation as needed.
  • Provide other support services and duties as needed and assigned.


  • Ability to work independently and take the initiative to identify and address tasks without prompting.
  • Proficiency in MSWord, Excel, and PowerPoint.
  • Proficiency in basic computer skills with ability to learn new software with minimal support
  • Highly organized with excellent time management
  • Strong organizational skills with ability to manage and prioritize multiple assignments from multiple staff members
  • Excellent interpersonal, writing, and verbal communication skills


  • Two-three years of experience working in an office environment
  • Expert knowledge of Microsoft applications.
  • Experience working with diverse populations and diverse staff.

 Education Requirement:

  • High School diploma or GED required
  • Associate’s or Bachelor’s degree preferred


  • Salary is commensurate with experience.

FLSA Classification: Non-Exempt

  • This position is classified as salaried non-exempt in accordance to FLSA standards.