Administrative Coordinator (Part-Time)

Company Overview 

The Pennsylvania Workforce Development Association (PWDA) is the voice of workforce development in the Commonwealth to key decision-makers and policymakers at the federal, state, and local levels. Serving Pennsylvania’s local workforce development system, PWDA members include the twenty-two local workforce development boards, system providers, and business, education, training, human services, literacy, and community development partners located across the Commonwealth. 

PWDA advances advocacy, policy, professional development, partnership, and innovation on behalf of Pennsylvania’s workforce development ecosystem. The association serves as a clearinghouse for information, ideas, best practices, and system-level solutions. Known for offering one of Pennsylvania’s largest gatherings of workforce development professionals and partners, PWDA provides education, training, technical assistance, and strategic convening to support a skilled workforce and help businesses, communities, and regional economies sustain and grow. 

For more information, visit www.pawork.org. 

Position Summary

The Part-Time Administrative Coordinator provides administrative, operational, and logistical support to ensure the efficient functioning of PWDA. This position supports internal operations, governance activities, financial administration, office management, meetings, and events while maintaining high levels of organization, responsiveness, and customer service.

The Administrative Coordinator serves as a key support resource for PWDA staff and leadership, helping ensure organizational systems, processes, and records are maintained accurately and efficiently.

This is a part-time, non-exempt position expected to average approximately 20 hours per week.

Primary Responsibilities

Administrative & Executive Support

• Provide administrative support to the Executive Director and staff.
• Coordinate calendars, meeting scheduling, and travel logistics.
• Prepare correspondence, reports, presentations, and meeting materials.
• Monitor and route inquiries received through organizational communication channels.

Board & Governance Support

• Coordinate Board of Directors and committee meeting logistics.
• Prepare and distribute board packets and supporting materials.
• Record and distribute meeting minutes.
• Maintain governance records and required documentation.

Financial & Operational Administration

• Assist with accounts payable and accounts receivable processing.
• Maintain vendor files and contract tracking systems.
• Support annual audit preparation and financial recordkeeping.
• Track organizational deadlines, renewals, and compliance requirements.

Records & Systems Management

• Maintain organizational records and filing systems.
• Support document retention and Standards for Excellence documentation.
• Maintain contact databases and internal records.

Event & Meeting Support

• Support event registration and logistics.
• Assist with materials preparation and attendee communications.
• Provide on-site support at conferences, meetings, and special events.

Qualifications

PWDA recognizes that strong administrative professionals build their skills through many pathways. A degree is welcome but not required. Candidates with relevant work experience, community involvement, military experience, volunteer leadership, or other transferable skills are encouraged to apply.

We are looking for someone who brings strong organization, follow-through, professionalism, and a willingness to learn. The strongest candidate may not meet every qualification listed below.

Preferred qualifications include:

• Two or more years of experience providing administrative, operational, executive support, office coordination, customer service, event support, or similar work.
• Experience supporting a nonprofit, membership association, public-sector organization, board, committee, small business, or team-based office environment.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and follow tasks through to completion.
• Clear and professional written and verbal communication skills.
• Comfort using Microsoft Office, Google Workspace, virtual meeting platforms, shared file systems, and contact or database management tools.
• Ability to handle sensitive information with discretion, sound judgment, and professionalism.
• A customer-service mindset and the ability to work effectively with staff, members, board leaders, vendors, and partners.
• Ability to work independently, ask thoughtful questions, and contribute as part of a collaborative small team.
• Interest in workforce development, education, public service, economic mobility, or strengthening Pennsylvania communities is a plus.

Candidates who are excited about supporting PWDA’s mission and believe they can contribute to the success of this role are encouraged to apply, even if their experience does not align perfectly with every preferred qualification.

Success Measures

• Accurate, responsive, and timely administrative support for staff and leadership.
• Well-organized board and committee meeting processes, materials, and records.
• Efficient financial, operational, and compliance-related recordkeeping.
• High-quality internal systems, documentation, and file management.
• Reliable support for PWDA events, meetings, and member-facing activities.

Work Environment & Travel

PWDA’s offices are located in Camp Hill, Pennsylvania. Office hours are generally Monday through Friday, 8:30 a.m. to 4:30 p.m. This position is expected to average approximately 20 hours per week. Scheduling may be flexible and will be established in consultation with the Executive Director based on organizational needs.

This position requires the ability to sit, stand, and walk throughout an extended workday. Attendance at PWDA board meetings, conferences, events, trainings, and other organizational activities will occasionally be required. Some early morning, evening, and limited overnight travel may be necessary. Travel is expected to be occasional and primarily within Pennsylvania.

Compensation & Benefits

This is a non-exempt, part-time position with an anticipated starting rate of $22.50 per hour, commensurate with experience.

PWDA is an equal opportunity employer and is committed to fostering an inclusive workplace that reflects the communities and workforce system partners we serve.