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Secretary/Administrative Assistant

Young Achievers Learning Center

Administrative Position Summary

Be knowledgeable in Quickbooks,Excel, Publisher, Power Point (be willing to learn the computer system)

Executive Support & Regional Operations

 

Primary Duty:

  • Provide administrative support for Executive Director, Director of Operations

  • Create briefing documents and other preparatory materials for staff attending meetings

  • Update and maintain files and database records

  • Update donations in customer relationship management system (Sales force),and assist in crafting custom acknowledgement letters for donations and grants when needed.

  • Work in collaboration with Executive Director to prepare donor outreach materials.

  • Organize and maintain office and program supply inventories.

  • Coordinate logistics of regional events and meetings.

  • Support and maintain regional data for programs (volunteer, field trip and student information) and development (grants and individual contributions)

  • Support social media presence and marketing efforts (regional team newsletter, content for regional website page as well as Facebook, Instagram and Twitter posts) on an ongoing basis.

Program Coordination &Logistics:

  • On site AM/PM coverage required if necessary.

  • Support Executive Director by managing the logistics of field trips, role model and family engagement events, volunteers, workshops and other region-specific events.

  • Support YALC with completion of OST Continuation Application and RFP budgets,required documents, etc.

  • Support YALC team with preparing documents, files, etc. for the next fiscal year to include DHS and other funders.

  • Purchase supplies, track expenses, and submit invoices and receipts to support regional operations.

  • Ensure that program evaluations or program participants and stakeholders are completed, uploaded and maintained in Sales force.

  • Write clear, concise reports and deliver findings tailored to the needs of specific partners and funders.

  • Serve as the primary point of contact for the OST Unitary Contract signing,data entry

  • Prepare purchase request forms and track payments to vendors/subcontractors

  • Generates and supports the reconciliation of monthly OST, CCIS, Quick-books invoices

  • Ensuring invoices are sent to providers prior to the 10th day of the month for the preceding period.

  • Following up with to ensure invoice approvals are received by PHMC to includeall other funders in a timely fashion.

  • Answer all general inquiry phone calls, emails, faxes for the YALC; route calls to the correct party when necessary

  • Maintain contact lists for customers, partners, and other stakeholders

  • Create and maintain filing system

Qualifications:

  • At least 2 years’ experience managing administrative and logistical tasks for an organization

  • Excellent organizational and time management skills; strong attention to detail

  • Tech savvy and proficient in use of customer relationship databases(Salesforce a plus)

  • Resourceful, self-motivated, flexible, and able to work in a startup office environment

  • Superior communication skills (both written and verbal) and relationship-building skills with a diverse range of stakeholders, including youth, community members and funders.

  • Must possess a valid Driver’s License with clean DMV record; proof of insurance and reliable

transportation.

  • Young Achievers is an equal opportunity employment employer. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions .

About Young Achievers Learning Center, Inc.:

Young Achievers, a DHS OST Project,since October of 2000 is a high-performing youth serving
organization. Young Achievers successfully operates developmentally appropriate, after-school and summer programming for youth ages 5-13 years,grades K-8 in the city of Philadelphia. Our core strategy and mission has been to improve outcomes for youth in the areas of Life Skills, Engagement in Learning and Aspiration to Educational Excellence.
Young Achievers is a well-rounded program, comprised of quality educational& recreational opportunities that keep youth engaged, learning and growing.Young Achievers offers a multitude of academic, artistic, recreational and cultural enrichment activities for our enrolled youth that assist in meeting state content standards. This enrichment is offered through both structured and non-structured activities; hands on experiences, interactive workshops, trips and group activities.

Job Type: Full-time

Salary: $15.00 to $18.00 /hour

Experience:

  • relevant: 2 years (Preferred)

  • Secretarial: 2 years (Preferred)

Work Location:

  • One location

Benefits:

  • Paid time off