The Stoneleigh Foundation is seeking a part-time Administrative Assistant. The Foundation will review applications as they are submitted.
Organization Overview
Stoneleigh Foundation is a private operating foundation dedicated to improving life outcomes for the most vulnerable children and youth in the Greater Philadelphia region. We provide Fellowships to individuals engaged in research, policy, and practice focused on young people involved in the child welfare and youth justice systems, as well as other youth-serving systems. We elevate the work of our Fellows by offering platforms to share their research and insights locally and nationally, while supporting this growing community of leaders through mentoring, convenings, and other network activities that amplify their impact.
Stoneleigh Foundation is an equal opportunity employer and values diversity in all its forms.
Title
Administrative Assistant (Part-Time)
Location
Philadelphia – Hybrid
Position Overview
The part-time Administrative Assistant provides essential support for the Foundation’s initiatives, including benefits management, accounts payable, office supply procurement, filing, reception, and information system maintenance. This role also serves as a primary contact for grantees, consultants, and board members.
Working in a small office, the Administrative Assistant reports to the Director of Administration and maintains a close working relationship with the Executive Director and program staff. This is a part-time, FLSA non-exempt position.
We are looking for someone independent, resourceful, collaborative, and who brings both a sense of humor and generosity of ideas and time to the role.
Main Responsibilities
- Administrative Duties and Coordination
- Schedule and support meetings and events.
- Manage general office operations, including monitoring the Foundation’s general voice and email accounts, maintaining paper and electronic files, and serving as the point of contact for building management and facilities/equipment issues (copier, telephones/VOIP, computers, among others).
- Order office supplies and catering within budget.
- Communicate and coordinate with vendors.
- Benefits Management
- Coordinate with benefits provider for enrollment and billing
- Work with accountant/payroll provider to generate bi-monthly pay for staff
- Monitor and update information in the HR system and prepare staff report
3. Accounting Support
- Collaborate with program officers to process grant and consultant payments
- Work with accountant to validate staff expense reports, review invoices for accuracy, and process of grant and bill payments
- Maintain all relevant documentation related to invoices, grants, disbursements, meetings and travel
- Prepare monthly reports on program budget and outstanding grant payments
- Assist annually with audit preparation by providing requested documents and materials
- IT support
- Provide first-level support for staff for IT issues
- Serve as point of contact for IT service provider to ensure maintenance and service of all internal hardware and software
Qualifications
- Strong knowledge of office and administrative procedures, with proficient computer skills (Word, Excel, PowerPoint), and working knowledge of QuickBooks)
- Excellent verbal and written communication skills, with ability to work independently and collaboratively
- Proactive, organized, and able to handle confidential information
- Strong relationship-building, follow-up, and follow-through skills
- Ability to prioritize, multitask and work unsupervised
- Comfortable using general office equipment and managing information systems
- College degree preferred, with a minimum of 5 years of administrative/financial experience
- Experience with a non-profit organization or foundation is an advantage
Employment Status
This part-time, hourly, non-exempt position is for six months with potential for renewal, requiring 20-30 hours per week. The Administrative Assistant is expected to work at least two days per week in the Stoneleigh offices. Hours are flexible within our office schedule of 9:00 a.m. – 5:00 p.m.
The position offers a competitive hourly rate of $30–$40, based on experience and skills.
How to Apply
Please send resume and cover letter to rnavera@stoneleighfoundation.org. The position is open until filled.
Revised: Dec 2025