Administrative Assistant

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.
• Maintains current COI forms and staff e-mail contact list.
• 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.

Job Type: Full-time

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