Administrative Assistant/Intake Coordinator

SUMMARY

Germantown Avenue Crisis Ministry (GACM) is a small organization with a small staff and strong volunteer support. GACM serves residents of Northwest Philadelphia providing a “one-stop shop” of services that include but are not limited to housing, utility, and food assistance. The ministry is in immediate need of an Administrative Assistant/ Intake Coordinator. The successful candidate must have an excellent work ethic and be able to thrive in a fast-paced office environment.

This position is the go-to person who facilitates efficient office operation and client-focused service. The ability to multi-task, interact with clients and volunteers, manage schedules, and provide operational support, is essential in this position. The successful candidate is highly organized, a good problem solver, tech savvy, and comfortable being a member of a team. Strong interpersonal skills and cultural competency to work effectively with clients, volunteers, and a diverse base of community partners is required.

POSITION SUMMARY

This position is a key front-line position responsible for providing administrative support and managing client intake processes. This role serves as the first point of contact for clients, partners, and visitors, ensuring smooth office operations while delivering professional, respectful, and client-centered service. Must have proficiency with Microsoft Office Suite and demonstrate an aptitude for technology including the ability to learn and troubleshoot Salesforce, and other programs.

PRIMARY JOB RESPONSIBILITIES

Administrative and Office Support

• Serve as the primary point of contact for phone calls, emails, and in-person inquiries
• Maintain office schedules, calendars, and appointments
• Organize and maintain electronic and paper filing systems
• Assist with data entry, record-keeping, and report preparation
• Order office supplies and coordinate basic office operations
• Support staff with clerical tasks, meeting preparation, and correspondence
• Maintain confidentiality of sensitive client and organizational information
• Provide basic on-site IT support and troubleshooting

Intake Coordinator

• Conduct initial client intake via phone, online, or in person
• Collect, verify, and enter client information into databases or case management systems
• Schedule client appointments
• Track intake status and follow up with clients as needed
• Collaborate with program staff to ensure accurate and timely client handoff
• Maintain accurate intake logs and reports

Community and Communication

• Provide compassionate, professional interaction with diverse populations
• Respond to client questions and concerns in a timely and respectful manner
• Coordinate communication between clients, staff, and external partners
• Represent the organization positively to the public

SKILLS AND COMPETENCIES

Required

• Some college preferred
• 5 years experience in a nonprofit, social services, healthcare, or community-based setting
• Strong organizational and time-management skills
• Excellent verbal and written communication abilities
• Ability to manage multiple tasks in a fast-paced environment
• High attention to detail and accuracy
• Strong interpersonal skills with a client-centered approach
• Proficiency in Microsoft Office (Word, Excel, email, calendars)
• Experience with databases, intake systems, or case management software preferred
• Basic data entry and reporting skills
• Compassion, patience, and cultural sensitivity
• Ability to maintain confidentiality and professional boundaries
• Self-motivated with the ability to work independently and as part of a team
• Flexible and adaptable to changing priorities
• Alignment with the mission and values of a nonprofit organization

Preferred

• College degree
• Experience with databases, intake systems, or case management software
• Experience with CRM systems (Salesforce) and QuickBooks
• Experience with client intake, administrative support, or front-desk operations

Pay: $19.00 - $22.00 per hour

Expected hours: 26.0 per week

Work Location: In person

Salary : $19 - $22