Admin Assist/Receptionist

PHMC serves as both a direct service provider to individuals, families, and communities across the region and an intermediary agent, managing large-scale contracts, government and philanthropic partnerships, and multidisciplinary initiatives that require operational sophistication, strategic leadership, and deep mission alignment.

FISCAL AGENT:         Philadelphia Health Management Corporation

REPORTS TO:             Director

SUMMARY:               

This is a highly responsible position that provides clerical support for the Office of HIV planning including preparing meeting minutes, maintaining databases, arranging mailings, providing logistical support for the HIV Integrated Planning Council including but not limited to carrying out logistical arrangements for both planning body and its committees, recording and preparing minutes of meetings, coordinating dissemination of documents to members, and providing other administrative services as needed.

A. Major Duties and Responsibilities

1. Arranges logistics for all meetings of the HIV Integrated Planning Council and its committees, including scheduling meetings, arranging for refreshments, and handling other facility-related duties.
2. Coordinates meeting documents for the HIV planning body, including recording, developing, and disseminating meeting minutes, working with other relevant participants to develop and disseminate meeting agendas, maintaining meeting attendance records,s and handling other related duties.
3. Performs general receptionist duties, as needed, during office hours, including greeting visitors, answering telephones, managing incoming calls, and maintaining knowledge of the voicemail system.
4. Assist the Director, maintaining the calendar and correspondence with key stakeholders.
5. Maintains databases and mailing lists of planning bodies, provides support to staff in conducting mailing activities, including preparing documents, preparing addressed envelopes, and sending mailings to addressees.
6. Works collaboratively with other staff, HIV planning group members, and others to meet the overall objectives of the Office of HIV Planning.
7. Serve as the backup for the Office Manager in completing billing and ordering supplies.
8. Performs such other duties as may be assigned by supervisors.

B.  Preferred Education:

• Bachelor’s degree in English, Journalism, Public Administration, Organizational Communications, or a combination of education and experience that clearly enables the applicant to fulfill the tasks of this position.

Experience and Skills

1. Successful experience in professional office environments, providing support and assistance for managerial staff.
2. Demonstrated ability to contribute positively to a team-oriented environment.
3. Demonstrated competence in secretarial and clerical skills.
4. Demonstrated leadership and organizational ability.
5. Demonstrated experience in working positively with individuals and community groups in ethnic minority communities, in particular the African American, Latino, and/or Asian communities.
6. Excellent use of the English language; fluency in Spanish and/or Asian languages a plus.
7. Complete proficiency in word processing, database management, and other computer programs.