Administrative Assistant - Holocaust Program

Jewish Family And Children's Service of Greater Philadelphia; Bala Cynwyd (PA); On-site; USD 42,000 - 62,000; Full time

Job summary

Jewish Family and Children’s Service of Greater Philadelphia is seeking a Holocaust Survivor Support Administrative Assistant to provide administrative, billing, and reception support across multiple offices in the Philadelphia region.

You will work with social workers, manage invoices, and assist with special programming for Holocaust survivors and related collaborations with partner organizations. The role requires strong organizational skills and a professional, confidential manner.

Qualifications

• Bachelor's degree with 3–5 years of related experience in non-profit administration is preferred.
• Russian language skills (written and spoken) a plus.

Responsibilities

• Process monthly invoices with program manager and accounting; ensure accurate billing.
• Interface with providers and vendors to ensure timely invoicing.
• Enter billing data into electronic system and send check requests to Fiscal Department.
• Field client calls about payments and programming; assist with program events.
• Reception duties when needed; be the friendly face of JFCS for clients and partners.
• Coordinate and produce outgoing mailings; manage mail intake and faxes.

Skills

Organizational skills

Phone presence

Communication skills

Teamwork

Education

Bachelor's degree

High School diploma / GED or Associates

Tools

MS Office

Excel

EHR/EMR systems

Job description

PURPOSE

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.

RESPONSIBILITIES

ADMINISTRATIVE and BILLING DUTIES

• 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

SOCIAL GROUPS

This position will work closely with the Older Adult Socialization Coordinator and Transportation Manager to:

• 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

COMPETENCIES

• Highly organized, self-motivated, and able to prioritize and complete multiple tasks within a designated timeframe.
• Ability to accurately manage a high volume of invoices and track billing
• Well-developed communication and interpersonal skills. Proven ability to work effectively with team members and outside agencies and have a "phone presence" that demonstrates confidence and ability to callers and business partners
• Ability to maintain professionalism in all circumstances as a representative of the Agency
• Demonstrates excellent customer service to clients and vendors
• Ability to exercise independent judgment in an area of activity for which procedures cannot be standardized.
• Ability to meet and deal tactfully, patiently, and courteously with various clients and families.
• Maintains the highest ethical standards and respects confidentiality
• Must be able to complete reports on time, with accuracy
• Must be able to make changes and keep track of fees paid and handle money securely and with integrity
• Ability to work individually and as part of a team

REQUIREMENTS

• 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
• 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
• EHR/EMR database experience a plus

OTHER REQUIREMENTS

• 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 (minimal: approximately 5x's/year)
• Employee must meet and maintain JFCS vaccine policy standards

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.

Acknowledgment

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. JFCS reserves the right to modify duties and responsibilities as operational needs require.