Administrative Assistant

4 weeks ago

Philadelphia, United States GREATER PHILADELPHIA URBAN AFFAIRS Full time
Job DescriptionJob Description

POSITION SUMMARY:

This position is part of a seasonal team responsible for the Urban Affairs Coalition's Summer Youth Employment (SYE) program, which provides paid summer job opportunities and support to youth ages 14-18 through the city of Philadelphia’s summer youth employment program. The six-week program runs from July through mid-August and includes career exposure, on-the-job mentoring and professional development.

UAC anticipates hiring one Administrative Assistants who will often be the first point of contact for inquiries from the general public, youth participants, their families, and worksites and will provide administrative support across the program.

This is a seasonal position beginning in March and ending in August.

PRIMARY RESPONSIBILITIES:

  • Handle a high volume of telephone, in-person, and email inquiries from youth participants, family members, and worksites. Answer questions when possible, or forward calls to the appropriate personnel as necessary;
  • Maintain a tracking log of all incoming phone calls and emails and escalating unresponsive inquires to program management;
  • Use available data and information to respond to inquiries and deescalate issues and concerns communicated by clients;
  • Greet and welcome visitors, by directing and helping them appropriately;
  • Assist with entering and maintaining program data and files and supporting staff as needed;
  • Photocopy and scan materials and other administrative duties, as needed;
  • Opening and closing the office
  • Perform other related duties as assigned.

KNOWLEDGE AND SKILLS:

  • Must be flexible, communicative, and agile team player, able to coordinate and share resources and data;
  • Strong customer-service orientation with good verbal and written communication skills;
  • Strong organization skills and detail-oriented;
  • Ability to deescalate conflict and stay cool under pressure;
  • Must be able to multi-task while meeting programmatic benchmarks and deadlines;
  • Must be comfortable working with parents and youth ages 14-18;
  • Must be willing to work some non-traditional hours as needed;
  • Must be a self-starter with good time management skills.

EDUCATION AND WORK EXPERIENCE:

  • High school diploma/GED required;
  • 2-5 years previous work experience preferred;
  • Proficient level of digital literacy using a variety of platforms and tools; and
  • Must be proficient in Microsoft Office software, including Word, PowerPoint, Excel, and Google Documents and have strong typing skills.

Special Note: This position requires a criminal background check, child abuse clearance, and FBI fingerprint-based background check.

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