Job Description

Job Title:

Administrative Assistant

Reports to:

Executive Assistant

Employment Status:

Full-Time, Hourly (Non-Exempt)

Compensation:

$20 - $23/hour based on experience

Benefits:

Fully paid family health and welfare plan, including Medical, Dental, Vision, and Prescription; Short-Term Disability; pension contribution; optional 401K; and generous PTO.

Location:

TEF Pittsburgh office, 1500 Ardmore Blvd.

About Our Organization

At The Training and Education Fund, we are committed to empowering frontline health care workers with the skills and knowledge they need to reach their individual goals and provide high quality care. We are innovators, educators, and problem solvers with focused expertise in developing engaging content and delivering it efficiently and effectively. Additionally, we are fully committed to diversity, equity, and inclusion.

Position Description:

The administrative assistant provides daily support and assistance to both internal and external constituents. Key responsibilities include office related administrative tasks, processing supply ordering and management, data entry and management, customer service and relations, and office organization. The administrative assistant also supports Frontline's stipend program and the Nurse Aide Training Center (NATC).

Responsibilities:

General Office Support:

Serve as the point of contact for all visitors to the Pittsburgh office Ensures timely ordering and inventory management of office supplies Responsible for receiving and processing mail in a timely manner Manages accounts with designated vendors, including the office's commercial printer, postage, and shipping vendors; processes and submits all relevant invoices

Frontline Support:

Manages and supports the stipend process for Frontline's training program, including sending a weekly stipend report to the financial team Responds to inquiries and questions from customers and employees regarding the stipend process Collects and processes instructor W9 forms Manages the booklet mailing process for all Dementia Capable Care (DCC) and Non-Violent Crisis Intervention (NCI) trainings Prepares and mails certification cards to all attendees who have been certified in either DCC or NCI and records all DCC and NCI certification numbers for processing into our database Organizes the supply kits for Track grant

NATC Support:

Ensures that class-related documents are copied and available when needed Assists with NATC graduation and other events (i.e. ordering refreshments, preparing certificates) Provides administrative support to the NATC Administrator, Coordinator, and Instructor as needed

Essential Skills/Attributes:

Proficient in Microsoft Office, including Word and Excel Ability to process large mailings (mail merge) Ability to learn and utilize data management systems, such as Salesforce Strong time management skills, including the ability to prioritize tasks and meet established deadlines Detail-oriented with strong organizational skills Ability to work independently and be solutions-oriented with minimal supervision Strong customer service and communication skills Adaptable to new technologies and processes Spanish speaking (a plus)

Requirements:

At least two years of experience in an administrative assistant or office manager role or other related experience. Proficiency in Microsoft Office, including Word and Excel Experience with data management systems, including Salesforce, preferred, not required Experience with Google Workspace and Zoom preferred, not required * Criminal Background check