Administrative Assistant - Holocaust Program

The Holocaust Survivor Support Administrative Assistant is responsible for providing support to the team and its leadership by fielding client phone calls, data entry, billing and administrative support related to Holocaust services and programming. Additionally, the position has building reception and agency phone coverage responsibilities when required at multiple offices and event locations throughout the Philadelphia region. Agency administrative assistants are the face and voice of JFCS to clients and community partners.

• Work with program manager, accounting department, and social workers to check and process monthly invoices
• Interface with service providers and vendors to ensure timely and accurate invoicing
• Process check requests for vendors
• Enter billing data into the agency's electronic system and send check requests to the agency's Fiscal Department
• Field client calls about payments and programming
• Attend Holocaust program meetings
• Reception – when required, be the friendly voice and face of JFCS to clients and business partners
• Phone triage for internal staff and external contractors to take messages or redirect callers as required
• Copying and scanning materials as required
• Coordinate and produce outgoing mailings
• Sort and distribute incoming mail and electronic faxes; post outgoing mail; sign for packages; mail intake packets to clients as requested by the social work team
• Supporting social workers in making sure paperwork and documentation is completed and uploaded into individual client files

• Help maintain project timelines and meet reporting deadlines as stipulated by program funders
• Other responsibilities as assigned

This position will work closely with the Older Adult Socialization Coordinator and Transportation Manager to:

• Lead event planning initiatives and coordinate bi-monthly social groups for Survivors (i.e., space, transportation, food, entertainment)
• Create flyer invitations
• Facilitate mass mailings for events
• Field and track RSVPs for events
• Assist with logging post-workshop survey data
• Provide administrative support for new programming for children of Holocaust Survivors ("2G")
• Provide programming and administrative assistance for JFCS' partnership with the University of Pennsylvania's Department of Russian and Eastern European Studies

• Highly organized, self-motivated, and able to prioritize and complete multiple tasks within a designated timeframe.
• Ability to accurately manage a high volume of invoices and track billing
• Well-developed communication and interpersonal skills. Proven ability to work effectively with team members and outside agencies and have a "phone presence" that demonstrates confidence and ability to callers and business partners
• Ability to maintain professionalism in all circumstances as a representative of the Agency
• Demonstrates excellent customer service to clients and vendors
• Ability to exercise independent judgment in an area of activity for which procedures cannot be standardized.
• Ability to meet and deal tactfully, patiently, and courteously with various clients and families.
• Maintains the highest ethical standards and respects confidentiality
• Must be able to complete reports on time, with accuracy
• Must be able to make changes and keep track of fees paid and handle money securely and with integrity
• Ability to work individually and as part of a team

• Bachelor's degree with 3-5 years of related experience in non-profit administration is desired – a High School diploma/GED or Associates degree with relevant experience may be considered
• Russian language skills (written and spoken) a plus
• Proficient user of technology (smart phone/tablet/laptop) and experience using MS Office…