Administrative Assistant - Holocaust Program

Jewish Family And Children's Service of Greater Philadelphia • Bala Cynwyd, PA

1d • Hybrid

About The Position

The Holocaust Survivor Support Administrative Assistant is responsible for providing support to the team and its leadership by fielding client phone calls, data entry, billing and administrative support related to Holocaust services and programming. Additionally, the position has building reception and agency phone coverage responsibilities when required at multiple offices and event locations throughout the Philadelphia region. Agency administrative assistants are the face and voice of JFCS to clients and community partners.

Requirements

• Proficient user of technology (smart phone/tablet/laptop) and experience using MS Office applications is required especially the demonstrated ability to work in Excel and Outlook at a proficient to advanced level
• Must be able to lift up to 30 pounds unassisted
• Must have valid driver's license and automobile for travel to supported locations in the Greater Philadelphia region
• Must be able to work a flexible work schedule that includes occasional evenings and Sundays (minim al: approximately 5x's/year)
• Employee must meet and maintain JFCS vac cine policy standards

Nice To Haves

• Bachelor's degree with 3-5 years of related experience in non-profit administration is desired – a High School diploma/GED or Associates degree with relevant experience may be considered
• Russian language skills (written and spoken) a plus
• EHR/EMR database experience a plus

Responsibilities

• Work with program manager, accounting department, and social workers to check and process monthly invoices
• Interface with service providers and vendors to ensure timely and accurate invoicing
• Process check requests for vendors
• Enter billing data into the agency's electronic system and send check requests to the agency's Fiscal Department
• Field client calls about payments and programming
• Attend Holocaust program meetings
• Reception – when required, be the friendly voice and face of JFCS to clients and business partners
• Phone triage for internal staff and external contractors to take messages or redirect callers as required
• Copying and scanning materials as required
• Coordinate and produce outgoing mailings
• Sort and distribute incoming mail and electronic faxes; post outgoing mail; sign for packages; mail intake packets to clients as requested by the social work team
• Supporting social workers in making sure paperwork and documentation is completed and uploaded into individual client files
• Help maintain project timelines and meet reporting deadlines as stipulated by program funders
• Other responsibilities as assigned
• Lead event planning initiatives and coordinate bi-monthly social groups for Survivors (i.e., space, transportation, food, entertainment)
• Create flyer invitations
• Facilitate mass mailings for events
• Field and track RSVPs for events
• Assist with logging post-workshop survey data
• Provide administrative support for new programming for children of Holocaust Survivors ("2G")
• Provide programming and administrative assistance for JFCS' partnership with the University of Pennsylvania's Department of Russian and Eastern European Studies

Benefits

• Equal Employment Opportunity Statement JFCS of Greater Philadelphia is an Equal Opportunity Employer and is committed to fostering a diverse, equitable, inclusive, and respectful workplace. Employment decisions are made without regard to race, color, religion, creed, sex, pregnancy, national origin, ancestry, age, disability, genetic information, veteran status, sexual orientation, gender identity or expression, marital status, or any other characteristic protected by applicable law.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree