The Stoneleigh Foundation is seeking a part-time Administrative Assistant for a period of six months with potential for renewal. Stoneleigh will review applications on a rolling basis.
Title
Administrative Assistant (Part-Time)
Location
Philadelphia – Hybrid
Position Overview
The part-time Administrative Assistant is responsible for administrative duties to support multiple initiatives of the Foundation. These duties include but are not limited to benefits management, accounts payable, office supply purchasing, filing, reception and telephone duties database system maintenance. The Administrative Assistant will handle contacts with the Foundation’s grantees, consultants, and board members. This work is in a small office environment, with the Stoneleigh’s Executive Director and other staff. The position will report directly to the Director of Administration with a strong dotted line relationship to the Executive Director and program staff. This is a part-time, FLSA non-exempt position.
We are looking for an individual who is reasonably independent in carrying out daily tasks and responsibilities, resourceful, has a sense of humor, and generous with their ideas and time.
Main responsibilities include:
1. Administrative Duties and Coordination
- Meeting and event scheduling and support
- General office management duties, including answering phone calls, monitoring and trafficking the Foundation’s general email account, maintaining paper and electronic files, serving as point of contact (POC) for building manager and facilities/equipment issues (copier, telephones/VOIP, computers)
- Order supplies and catering orders within budget
- Communicate and work with vendors
2. Benefits Management
- Coordinate with benefits provider for enrollment and billing
- Work with accountant/payroll provider to generate bi-monthly pay for staff
- Monitor Attendancebot and prepare staff leave report
3. Accounting Support
- Coordinate with program officers for the processing of grant and consultant payments
- Collaborate with accountant to validate staff expense reports, review invoices for accuracy, and process of grant and bill payments
- Maintain all appropriate source documentation relative to invoices, grants, disbursements, meetings and travel
- Prepare monthly reports on program budget and outstanding grant payments
- Annually assist in preparation for the audit by providing documents and materials requested
4. IT support
- First level service for staff for IT related issues
- POC for IT service provider to ensure IT-managed services and maintenance of all internal hardware and software
Qualifications
- Knowledgeable in office and administrative procedures with proficient computer skills (Word, Excel, PowerPoint, including working knowledge of QuickBooks)
- Excellent verbal and written communication skills with the ability to work independently and as a member of a high-performing team
- Proactive, self-starter with outstanding organizational skills and the ability to handle confidential information
- Strong relationship building, follow-up, and follow-through skills
- Ability to prioritize, multitask and work unsupervised
- Knowledge of general office equipment and telephone
- College degree preferred with a minimum of 5 years prior administrative/financial experience
- Experience with a non-profit organization or foundation would be an advantage
Employment Status
This is a part-time hourly wage nonexempt position for six months, with the potential for renewal, at 10—15 hours per week. The Administrative Assistant should be prepared to work at least two days per week in the Stoneleigh offices. We allow some flexibility in hours, but working hours must remain within Stoneleigh’s office hours of 9:00 a.m. – 5:00 p.m.
The salary range offered for this position is $20 – $35/hour depending on skills and experience.
How to Apply
Please send resume and cover letter to rnavera@stoneleighfoundation.org. The position is open until filled.