Administrative Assistant presso Catholic Charities of Philadelphia (operator of St. Edmond’s Home for Children)

Essential Job Functions

Document Preparation & Communication

• Type/proof memos, announcements, thank you letters, quarterly board reports, and miscellaneous items.
• Send email notices and manage routine communications.
• Receive and respond to Website and Facebook emails/inquiries/comments.
• Prepare meeting schedules, logistics, and minutes for committees and board service.
• Draft and distribute death announcements and sympathy notices to centralize communication.

Records & Information Management

• Scan and copy proposals, contracts (e.g., Strategic Planning), leases, invoices, and other documents as needed.
• Maintain and update master lists (e.g., program sites, family contacts, phone lists) and develop a system to inform stakeholders of changes or send monthly updates.
• Track Safety First vehicle reports and responses.
• Assist with adding and removing users for HRST (Health Risk Screening Tool).

Program & Resource Support

• Keep print materials available for program use (e.g., provider fairs, outreach events).
• Assist with preparation and printing of quarterly reflections and other program communications.
• Coordinate with Catholic Charities of Philadelphia Marketing regarding IDD Division services (e.g., Annual Report, branding updates).
• Support St. Edmond’s Home for Children communications needs.

 Reporting & Data Management

• Provide Catholic Charities of Philadelphia capacity/scope of work and Catholic Directory with updated census and capacity information yearly.
• Suggest and maintain regular contact with the Catholic Charities of Philadelphia Office for Persons with Disabilities and the Deaf Apostolate.

Other Duties

• Prepare, process, and submit timesheets, paid time off (PTO) requests, and travel expense reports for the Executive Director, ensuring accuracy and timely completion in accordance with organizational policies.
• Promote special trips and Life Sharing programs (website landing pages, advertising).
• Photography for Division events as needed.
• Other duties as assigned by management.

Knowledge/Skills/Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Associate or bachelor’s degree preferred.
• Professional administrative experience is preferred, especially in a nonprofit, healthcare, or social service setting.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Proficiency with Microsoft Office Suite.
• Ability to manage confidential information and sensitive communications.
• Experience with website and social media management preferred.
• Ability to work independently and collaboratively in a fast-paced environment.

Certificates and Licenses:

• Valid (state of residence) Driver's License.
• Ability to successfully pass and maintain acceptable background checks – FBI, PA Child Abuse, and PA State Police Criminal History.

Work Environment:

• While performing the duties of this job, the employee will be required to work in a variety of settings and environments and has occasional exposure risk to adverse weather conditions.
• The noise level in the work environment is usually light to moderate, and the office is subject to frequent interruptions throughout the day.

Physical Demands:

• Office setting with frequent interruptions.
• Occasional travel to program sites and events.
• Ability to sit for prolonged periods, use hands, reach, talk, and hear.
• The employee must frequently lift and/or move up to 10 pounds, regularly lift and/or move up to 25 pounds, and occasionally lift and/or move more than 50 pounds with assistance.
• Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception, and Ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to sit for prolonged periods of time; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to walk, stand, and sit.
• The employee is occasionally required to climb, stoop, kneel, crouch and taste or smell.

Hazards:

While performing the duties of this job, the employee may face low exposure risks to blood borne pathogens, with a low exposure risk to hazardous materials.

*Equal Opportunity Employer M / F / D / V*