Introduction
The Philadelphia Research and Education Foundation (PREF) is a 501 (c) 3 nonprofit that supports the Corporal Michael J. Cresencz VA Medical Center (CMCVAMC). Our mission is to lead the nation in advancing veteran’s health and well-being through research and education ... The Office Assistant provides administrative support to the Executive Director in all aspects of the operation of the organization, though not limited to the following:
Responsibilities:
• Human resources management: coordinating WOC (Without Compensation)/hiring process; communicating with payroll company, and preparing and submitting bi-weekly payroll; preparing payroll analysis/reconciliations, including from payroll reports and vacation/sick time accruals.
• Maintains current COI forms and staff e-mail contact list.
• Manage employee files to include set up and destruction.
• Assist Executive Director with record retention.
• Add/delete employees and contractors.
• Manage IPA billable hour submissions (timesheet tracking) and attestation package
• Assist with position description creation and editing.
• Post jobs on various job boards.
• Schedule interviews/meetings
• Other special projects as assigned to include being outsourced to support PREF Investigators or other VA related work.
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
• Develop and/or maintain hard copy and electronic filing system.
• Scan invoices, checks, receipts and other key files into electronic filing system (currently SharePoint)
• Assists Executive Director with preparation for Board meetings to include but not limited to final production of Board agenda package, delivery/mailing of agenda package on a timely basis, notifications and/or reminders to Board members, preparing appointment and Board orientation packets for new members.
• General correspondence preparation, submission and filing.
• Creating new and updating existing forms to meet the agency needs.
• Blog management.
• New account setup for new projects to include in SharePoint folders and introductory meeting.
• Schedule PI bi-annual meetings.
• Minimal tech support.
• Travel request’s reservations.
• Manage DocuSign account.
• Events supports
Qualifications/Skills
Required Qualifications/Skills
• Proficiency in MS Word, Excel, Outlook, and internet research.
• Ability to self-manage multiple tasks and keep to deadlines.
• Attention to detail and effective organizational skills.
• Effective and courteous customer relations and interpersonal skills.
• Excellent written and verbal communication skills.
• Ability to identify ways to improve processes connected to position function.
Desired Qualifications/Skills
• Familiarity with medical research.
• Familiarity with QuickBooks or other similar accounting systems.
• Familiarity with accounting principles.
• Experience with purchasing.
• Experience with payroll processing.
• Experience with website development.
Education and/or Experience
• Undergraduate degree desired but can be replaced with experience.
• Coursework in business operations, nonprofit management, accounting, or human resources management desired.
Job Type: Full-time
Benefits:
• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance
Schedule:
• 8 hour shift
• Monday to Friday
Application Question(s):
• Do you hold a high school diploma, GED, or Bachelor's degree?
• PREF's office is located within the Crescenz VA Medical Center, which requires all staff be fully vaccinated against COVID and influenza. Are you up-to-date on all vaccinations?
Experience:
• Administrative: 1 year (Required)
Ability to Relocate:
• Philadelphia, PA 19104: Relocate before starting work (Required)
Work Location: Hybrid remote in Philadelphia, PA 19104
