Administrative Assistant in Philadelphia, PA at Public Health Management Corporation

Date Posted: 8/2/2020

Job Snapshot

Job Description


  • Responsible for providing administrative support to the health network leadership team
  • Manage expense reports and reimbursement
  • Schedule meetings and room reservations; set up equipment, as necessary
  • Accountable for agenda preparation, meeting minutes, liaising with IT, catering and conference support services to ensure meetings are appropriately supported
  • Provide administrative support in the preparation of grants on behalf of SHS
  • Assist in the coordination of PHMC Board meetings and activities in regards to HRSA compliance guidelines for grants under the Specialized Health Services program; specifically FQHC activities, including scheduling of monthly Board meetings; preparation of materials; scheduling of staff contact with Board members
  • Credential non-providers at six FQHC centers according to HRSA compliance guidelines under the Specialized Health Services program
  • Prepare documents for submission to Human Resources for all internal and off-site SHS staff, including processing of paperwork for new hires, transfers, students, interns and terminated employees; processing of paperwork related to promotions, bonuses, changes in supervisor, etc.
  • Process timekeeping during the absence of the Timekeeping Coordinator
  • Coordinate onboarding of all newly hired SHS staff internally and off-site, including ordering equipment, arrangements for IT access, security badges, and location of work stations.
  • Coordinate quarterly Community Advisory Board meetings for the six FQHC centers, including scheduling meetings, enrollment of new members, attendance at all meetings, and recording of all meetings.
  • Reconcile SHS corporate credit card monthly expenditures for all internal and off-site usage.
  • Manage the Amazon Account, including processing and maintenance of all orders placed by internal and off-site staff.
  • Coordinate CPR trainings for all network staff, including scheduling and monitoring of attendance.
  • Maintain an updated list of staff including email distribution list
  • Maintain an updated repository of job descriptions
  • Assist with special projects
  • Other administrative duties as assigned


  • Effective verbal and written communication.
  • Proficient with computer systems and spreadsheets.
  • Strong interpersonal skills.
  • Strong analytical skills.
  • Excellent coordination/ organizational skills.
  • Detail oriented and a strong technical resource.


  • 3+ years experience


  • Minimum High School Diploma


  • Commensurate with education and experience
  • Grade 14

FLSA Classification: Non-Exempt

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