Administrative Assistant
3 weeks ago
**Introduction**
The Philadelphia Research and Education Foundation (PREF) is a 501 (c) 3 nonprofit that supports the Corporal Michael J. Cresencz VA Medical Center (CMCVAMC). Our mission is to lead the nation in advancing veteran’s health and well-being through research and education.
The Office Assistant provides administrative support to the Executive Director in all aspects of the operation of the organization, though not limited to the following:
**Responsibilities**:
- Human resources management: coordinating WOC (Without Compensation)/hiring process; communicating with payroll company, and preparing and submitting bi-weekly payroll; preparing payroll analysis/reconciliations, including from payroll reports and vacation/sick time accruals.
- Manage employee files to include set up and destruction.
- Assist Executive Director with record retention.
- Add/delete employees and contractors.
- Manage IPA billable hour submissions (timesheet tracking) and attestation package
- Assist with position description creation and editing.
- Post jobs on various job boards.
- Schedule interviews/meetings
- Other special projects as assigned to include being outsourced to support PREF Investigators or other VA related work.
- Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
- Develop and/or maintain hard copy and electronic filing system.
- Scan invoices, checks, receipts and other key files into electronic filing system (currently SharePoint)
- Assists Executive Director with preparation for Board meetings to include but not limited to final production of Board agenda package, delivery/mailing of agenda package on a timely basis, notifications and/or reminders to Board members, preparing appointment and Board orientation packets for new members.
- General correspondence preparation, submission and filing.
- Creating new and updating existing forms to meet the agency needs.
- Blog management.
- New account setup for new projects to include in SharePoint folders and introductory meeting.
- Schedule PI bi-annual meetings.
- Minimal tech support.
- Travel request’s reservations.
- Manage DocuSign account.
- Events supports
**Qualifications/Skills**
Required Qualifications/Skills
- Proficiency in MS Word, Excel, Outlook, and internet research.
- Ability to self-manage multiple tasks and keep to deadlines.
- Attention to detail and effective organizational skills.
- Effective and courteous customer relations and interpersonal skills.
- Excellent written and verbal communication skills.
- Ability to identify ways to improve processes connected to position function.
Desired Qualifications/Skills
- Familiarity with medical research.
- Familiarity with QuickBooks or other similar accounting systems.
- Familiarity with accounting principles.
- Experience with purchasing.
- Experience with payroll processing.
- Experience with website development.
**Education and/or Experience**
- Undergraduate degree desired but can be replaced with experience.
- Coursework in business operations, nonprofit management, accounting, or human resources management desired.
**Benefits**:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Application Question(s):
- Do you hold a high school diploma, GED, or Bachelor's degree?
- PREF's office is located within the Crescenz VA Medical Center, which requires all staff be fully vaccinated against COVID and influenza. Are you up-to-date on all vaccinations?
**Experience**:
- Administrative: 1 year (required)
Ability to Relocate:
- Philadelphia, PA 19104: Relocate before starting work (required)
Work Location: Hybrid remote in Philadelphia, PA 19104
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