Job Description
Job Description
Our client, a non-profit public health institute is seeking an Out of School Time (OST) Project Assistant for a temporary to permanent HYBRID role.
- This is a temp-to-hire position.
- The work hours are Monday – Friday; 9am – 5pm
- Two days in office are Wednesday and Thursday
- The rate is $20.00 per hour.
JOB SUMNARY:
In this role, the organization manages a citywide contract with approximately 130 programs and provides contract oversight, data management, and fiscal oversight. The project supports approximately 15,000 youth in grades K-12 through afterschool and summer programs throughout the city of Philadelphia. The project aims to provide quality out of school time programming to improve life skills, increase academic engagement, and prepare youth for higher education and employment.
The OST Project Assistant assists the OST Intermediary team with a variety of projects and supports the daily operations of the department. Projects and tasks will be both administrative and programmatic. The Project Assistant will report to the Senior Operations Manager.
EDUCATION:
Associate's Degree Required
DUTIES:
Administrative Support and Purchasing
· Maintain team calendars, schedule meetings, reserve internal and external meeting space
· Follow up on any general inquiries received via email, phone, or internal referrals for the department; connect to the correct party when necessary
· Compose replies to incoming correspondence; route correspondence to the appropriate party; draft correspondence at the request of supervisors or team members
· Create and maintain department filing systems (electronic and paper)
· Manage inventory for department equipment and supplies including computers, software, cell phones, cabinets/locks, and training materials; seek assistance from the organization's IT when necessary on behalf of the team
· Support the onboarding of new hires and interns (intro letters, orientation schedule, paperwork, identification, technology set-up, etc.)
· Maintain meeting recaps, review with the team, and save centrally
· Perform any other agency-related duties or special projects as directed by supervisor
Purchasing, Contracts & Compliance Support
· Support contracts development and conformation
· Convert contracting documents between budgeting, expense reporting, and budget revision modes
· Track invoicing and payment process for OST sub-contracts and training contracts
· Purchase a variety of program materials within funder guidelines, including but not limited to office supplies, training, instructional materials, gift-cards, and food requests.
· Apply purchasing protocol to utilize multiple vendors via database systems, websites, and telephone correspondence.
· Document and report status of purchasing and reconciliation activities through use of multiple web- based and internal data systems and Excel spreadsheets.
· Ensure documentation reflects required details to tracking purchase orders, invoices, shipments, deliveries, etc.
· Prepare purchase requests and track payments to vendors/contractors through ihe organization's web-based Document Management System (DMS)
· Make travel or training arrangements for team members when necessary
· Place and receive catering orders
· Participate in regular meetings to monitor the status of purchasing activities
· Occasionally conduct site visits to funded programs
Communications Support
· Maintain contact lists for providers, partners, and other stakeholders and manage any related mail merge activities
· Support the production of a bi-monthly newsletter including collecting information, compiling, and formatting the newsletter in MailChimp or other communication application
· Support OST Program Leadership with external communications through social media (LinkedIn, Instagram, Facebook, and/or others)
· Manage email distribution and communication accounts (MailChimp and/or others)
· Maintain OST program Eventbrite and Zoom accounts, host Zoom and MS Teams meetings and webinars, manage meeting registrations and invitation processes
· Support coordination of special events, including space reservations, registration tracking and coordination with facilities (both organization's internal facilities and external rental facilities)
· Support with tracking participation in webinars, meetings and other training activities (web-based and in-person); create and distribute training certificates
· Provide technical support to providers regarding professional development enrollment/account maintenance
· Attend special events as needed
SKILLS:
· Organized and highly developed attention to detail
· Ability to meet deadlines and prioritize when balancing multiple projects simultaneously
· Ability to communicate professionally both orally and in writing, including the ability to proofread/edit documents for content, grammar, and spelling
· Ability to work with minimal supervision
· Strong customer service skills and a high degree of professionalism when interacting with community partners and stakeholders
· Ability to work as part of team and represent the team when interacting with other departments
· Basic understanding of the social service/youth development sector
· A high level of proficiency with Microsoft Office including Word, Excel, PowerPoint and Outlook
· Proficiency with Adobe Acrobat, web-based conference systems, and web-based email communication systems
· Familiarity with Zoom, Mailchimp, and Eventbrite preferred
· Ability to learn and use new software and web-based applications quickly with minimal formal training
· Ability to operate standard office equipment including multifunction devices