Intake Specialist

Classification: Full Time/Non-Exempt

The Intake Specialist for Just Mediation Pittsburgh serves as the first point of contact for parties interested in eviction mediation. This position requires attention to detailed case management for mediation referrals and the ability to quickly process referrals for mediation. The Intake Specialist receives mediation referrals from Just Mediation Pittsburgh’s website and inputs case information into mediation databases. This position contacts parties individually by phone and email to assess readiness to mediate. The Intake Specialist aligns schedules of the mediation parties and prepares case documentation to be passed along to the Program Administrator for scheduling with Community Mediators. After a mediation has occurred, the Intake Specialist conducts follow-up calls with mediation parties one and three months after mediation to measure the sustainability of their mediation agreement. Additionally, the Intake Specialist maintains JMP’s website and social media accounts.

RESPONSIBILITIES

Mediation Intake

  • Receive referrals from landlord and tenant partners and determine if referred case is appropriate for mediation
  • Contact parties by phone and email to ensure willingness to participate in mediation
  • Explain the mediation process and prepare parties to be contacted by their mediator
  • Schedule mediation time and location based on availability of mediation parties
  • Conduct post-mediation calls one and three months after mediation
  • Create case tracking documentation for each mediation cases
  • Maintain accurate databases tracking case management information
  • Collect appropriate documentation for grant reporting cycles

Social Media and Website Maintenance

  • Develop JMP’s social media strategy and platform usage for Facebook, Instagram, Twitter, etc.
  • Post social media content regularly to increase JMP’s virtual community presence and active involvement with JMP Community Mediators
  • Update the JMP Website to reflect upcoming events, new staff, referral forms, and effective user interfaces

QUALIFICATIONS

  • Over three years of experience in project management with demonstrated success in setting up supportive services for clients
  • Experience in conflict resolution, with mediation experience strongly preferred
  • Program coordination knowledge with a track record of streamlining services to meet staff and client needs with efficiency
  • Ability to meet quick deadlines and respond to new referrals promptly
  • Proven case management skills that have allowed for successful management of a high case load
  • Exemplary computer skills with proficiency in videoconferencing and database management
  • Operational understanding of systemic oppression and self-awareness to internalized oppression and implicit biases
  • Strategic eye for improving organizational systems and develop programming that is responsive to client needs
  • Flexibility and success in a fast-paced environment
  • Detail-orientation and determination to find solutions to logistical obstacles like scheduling and location conflicts
  • Willingness to learn, correct mistakes, and pass on new knowledge
  • Prior experience with housing services, eviction, and/or landlord-tenant concerns

SKILLS

  • Effective technology skills in Excel, Zoom, and Google platforms
  • Strong virtual, phone, and in-person communication skills
  • Ability to work independently and maintain organized databases
  • Organization of an efficient work calendar
  • Experience with major social media platforms and generating engaging content
  • Familiarity with Wix.com or other user-friendly website development platforms

REQUIREMENTS

This position requires flexible work hours, including some evenings, and transportation access to attend volunteer meetings around Pittsburgh and Allegheny County. This position primarily involves office or non-manual work, so employees are required to sit for prolonged periods of time. Employee must be able to lift up to 20 pounds, for example when setting up a mediation or mediator meeting.

Compensation for this position starts at $21 per hour ($43,680 annually) and offers generous paid time off and healthcare benefits. Applications will be received on a rolling basis, and the position will remain open until filled. The anticipated start date is mid-February 2021. Currently, this is a one-year grant funded position for which extension opportunities may be sought but are not guaranteed. This is an at-will employment position.

In consideration of the COVID-19 pandemic, this position will temporarily operate in a remote capacity. In-person activities and requirements will be at the discretion of Just Mediation Pittsburgh based upon the needs of the program, and will be reassessed in accordance with public health guidance.

ABOUT JUST MEDIATION PITTSBURGH

Just Mediation Pittsburgh is a subsidiary of the Mediation Council of Western Pennsylvania. As a fledgling nonprofit created in the midst of the COVID-19 pandemic, JMP is a community mediation center dedicated to providing free, accessible mediation for tenants and landlords facing the threat of eviction. JMP understands mediation to be a community tool for justice, where conflicting parties can seek common understanding to collaboratively resolve their disputes. JMP is committed to deep listening, self-determination for conflicting parties, and equity in the face of social injustice.

Just Mediation Pittsburgh is an Equal Opportunity Employer and prohibits discrimination and harassment. All employment decisions at JMP are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, national origin, sex, pregnancy (including partners), age, ancestry, sexual orientation, gender identity and/or expression, place of birth, or any other status protected by the laws or regulations in the locations where we operate.

APPLICATION

Please submit a cover letter, resume, and three references by email to info@justmediationpgh.org.

School Finance and Admissions Manager

ABOUT PITTSBURGH BALLET THEATRE (PBT): Pittsburgh Ballet Theatre has been the region’s premier professional ballet company since 1969. Today, PBT is a nationally recognized ballet company of 30 professional dancers, a training institution for over 1,300 students of all ages, and an incubator for dance education and accessibility programs in classrooms, libraries and community centers throughout the region. The company performs a wide-ranging repertoire of classical ballets, contemporary masterworks and new commissions in more than 50 performances annually in theaters, across the region and on tour. We are a team of artists, educators, creatives, leaders and doers. We aim to put our people first, celebrate diversity and inspire the region through our work.

ABOUT THIS POSITION: We are looking for a highly organized and detail-oriented administrative professional who can manage the admissions and registrar functions for our 1,300 ballet students. You will assist PBT School in implementing a new database software within the first 6 months. You should be tech savvy with experience managing a large database. You should be confident in a customer service role, as part of this job requires daily interaction with school students, caregivers and families regarding tuition, admissions and school information.

WHAT YOU WILL DO:  While no two days are quite the same, you can expect that your day will generally consist of the following:

  • Work in and update the school database
  • Provide training on the database, when implemented
  • Provide administrative support to the director of school operations, including AR  reporting and payroll
  • Communicate with students, families and caregivers regarding accounts
  • Schedule placements and auditions, fulfill a variety of admissions functions for processing accepted students, manage enrollment process

WHAT WE ARE LOOKING FOR:  PBT is looking for an experienced individual who embodies its core values: Respect each other and embrace our diversity, work hard with integrity and passion, collaborate to ignite new possibilities, innovate at every level within our organization.

The future school finance and admissions manager:

  • Has 3 or more years of experience in an office administration role, arts or school experience preferred
  • Is tech savvy and has experience working within database programs
  • Exhibits strong written and verbal communication skills
  • Is detail oriented and highly organized, with the ability to prioritize tasks and manage multiple ongoing priorities
  • Reliability and some flexibility are a must in this position.  Generally speaking, hours are Monday through Friday 8:30-5, however occasional evening and weekend work is necessary
  • Clearances (Federal Criminal History, PA State Criminal Background Check, PA Child Abuse History Clearance) are required following employment offer
  • Is a team player!

WHY PBT?

  • Full-time, salaried position with competitive pay
  • Hospitalization, vision, and dental insurance available after 60 days, short and long term disability is also offered
  • 403(b) with employer match
  • Competitive paid time off

Everyone at PBT is a vital team member.  Your ideas and your work will impact our students, the organization, and the promotion of the artform in our region and beyond

Pittsburgh Ballet Theatre will only employ those who are legally authorized to work in the United States.

This position is a full-time position located in Pittsburgh, Pa. Full remote work is not offered in this position.

Pittsburgh Ballet Theatre is an equal opportunity employer committed to fostering an inclusive and equitable workplace. We provide employment opportunities without regard to age, race, ancestry, national origin, religion, disability, sex, sexual orientation, gender identity or expression, or any other protected status in accordance with applicable law. We will help ensure a comfortable and positive interview experience for applicants. Please let us know how we can accommodate you. Interviews are currently being held remotely where feasible.

Qualified applicants should send an up-to-date resume and cover letter to Lauren Carlini at lcarlini@pittsburghballet.org. No phone calls, please.

Rotating Administrative Assistant

Propel Schools is the largest network of public charter schools in Allegheny County consisting of 13 schools and approximately 4,000 scholars. Our mission is to provide high-quality schools to underserved communities. Each of our schools provide a rigorous academic environment and small class sizes where educators focus on providing each scholar with support and individualized attention. With one of the top starting teacher salaries in Allegheny County, a customizable benefits package and extraordinary career and professional  development opportunities, Propel Schools is one of the area’s premier education organizations.

Opportunity:

Propel seeks an experienced Rotating Administrative Assistant to join our amazing team at Propel Schools. If you are resilient, hard working, team-oriented, open to feedback, have grit, and are willing to do whatever it takes to close the achievement gap for children impacted by poverty and race, then we invite you to consider a career with Propel Schools. This position will cover Propel Pitcairn, Propel McKeesport, Propel Montour Elementary and Propel Montour Middle/High School.

Responsibilities:

  • Greets, screens, tracks, and directs visitors to appropriate locations. Maintain visitor logs.
  • Provide excellent customer service to Propel families, students, staff and visitors.
  • Generate and distribute communications from the school to parents.
  • Strong organizational skills, ability to meet deadlines and prioritize assignments;
  • Answers, screens, and routes incoming calls and messages. Responds to routine questions.
  • Orders office supplies and maintains office equipment.
  • Performs routine clerical functions, such as copying, sorting, filing, and typing. Sets up and maintains various office files, logs, and records.
  • Accept deliveries daily; Distribute incoming and outgoing mail.
  • Maintain communication with bus garages, news, and staff regarding school closings, early dismissals, and field trips.
  • Organizes bus duties.
  • Perform additional duties assigned as needed.

Qualifications:

  • High School diploma or equivalent is required.
  • One year of administrative experience preferred.
  • Working knowledge of word processing, electronic mail/calendar, spreadsheet, presentation, and database software.
  • Ability to use applicable Microsoft Suite and Google products.
  • Excellent customer service and communication skills.
  • Ability to demonstrable clerical skills in a fast-paced, high energy environment.
  • A proven ability to build relationships and uphold a culture of dignity.

Requirements:

  • TB Test
  • Act 34 Criminal Clearance
  • Act 114 FBI Clearance
  • Act 151 Child Abuse Clearance
  • Act 168 Sexual Misconduct/Abuse Disclosure
  • Act 24 Arrest and Conviction Disclosure

Salary Range: $28,000-$32,000 ($13.46 an hr-$15.38 an hr)

Legal Programs Coordinator

The Pro Bono Center of the Allegheny County Bar Foundation is seeking a fulltime Legal Programs Coordinator to support services to individuals with low incomes in need of free legal help. The Coordinator will work with the Pro Bono Center Director to engage in outreach to the legal community to increase visibility, leverage resources, develop relationships, and enhance services to clients.

The ACBF Pro Bono Center provides direct legal representation and advice to individuals with low incomes and also supports volunteer attorneys by providing education, training, and recognition.

Major duties:

  • Communicate with member organizations to identify areas of need for both clients and volunteers• Interact with members of the public seeking legal assistance, provide information, and screen for eligibility for services
  • Maintain support systems for volunteers including online legal research, forms, and CLE credits
  • Maintain client and volunteer information in databases, monitor status of cases assigned to volunteer attorneys, and prepare reports
  • Assist in planning volunteer education, recruitment, and recognition, and fundraising events
  • Develop print and electronic materials to advance the mission of the Pro Bono Center

A bachelor’s degree is preferred, however candidates with a demonstrated history of relevant work experience will also be considered. Strong oral and written communication skills, computer and database skills, and the ability to prioritize and multitask in a fast-paced environment while meeting deadlines are also required.

Employer is an equal opportunity employer. For consideration, please submit a resume and cover letter. No telephone calls please. Deadline for submission is January 31, 2021.

Development Database Administrator

Since 1952, Light of Life Rescue Mission has been a safe refuge for homeless and hurting people in the Pittsburgh area. The organization is currently seeking an experienced IT professional to serve as the Development Database Administrator for Light of Life Ministries, Inc and its affiliated organization, Family Guidance, Inc. This successful candidate will manage the Raiser’s Edge database, oversee Microsoft online accounts, and handle the purchasing of IT resources. Light of Life Ministries, Inc. has an operating budget of $7.9 million, 68 dedicated employees, a skilled Board of Directors, and has recently embarked on a capital campaign.

Principle Responsibilities:

  • Maintaining Raiser’s Edge database.
  • Working with various departments to ensure accuracy across all Development databases, Raiser’s Edge, and its related accounting solution, Financial Edge.
  • Updating donor information via the Data Health Center within Raiser’s Edge.
  • Creating complex data queries, reports and exports as needed for senior leadership team and Controller in a timely manner and which may be accessed and run by staff.
  • Manipulates data in .CSV files to accurately import donor/gift information while maintaining data integrity.
  • Extracting and analyzing information to support the Development department.

Due to the interface with the clients, all jobs at Light of Life require employees to:

  • Walk alongside clients as a disciple of Christ and share the Gospel of Jesus Christ with them through actions and words.
  • Establish mutual trust and create a safe, authentic environment so that the clients continue to mature in Christ.
  • Serve the clients in a Christ-like manner and practice a self-evaluative lifestyle.
  • Resolve all issues in ways that promote the principles of Light of Life while following the processes described in the LOL staff manual.
  • Exhibit love for Jesus Christ, the staff, and the clients.
  • Study the Christian Bible and apply the knowledge received/revealed to job duties and clients’ specific issues.
  • Help the clients make choices that are justifiably in their eternal best interest.
  • Practice Christ Like stewardship of all resources.
  • Model personal responsibility, accountability, timely reporting and a self-evaluative lifestyle.

Education/Experience/Skills:

  • Requires a BA degree or higher in Business, Sales, Marketing, Fund Raising or related field or, minimum of five years of Raiser’s Edge Database management experience
  • Strong analytical and problem-solving skills.
  • Excellent computer and database knowledge.
  • Self-motivated with the ability to work independently.
  • Requires skills in Raiser’s Edge, Microsoft Excel, and Word
  • Ability to work in an office environment with 85% computer, 10% administrative, and 5% telephone required.

We invite you to view the full job posting and explore Light of Life at: http://lightoflife.org/

Interested applicants are encouraged to submit an application, resume and cover letter at: https://lightoflife.isolvedhire.com/jobs/60768.html

Camp Director

POSITION: Camp Skymeadow Director

LOCATION: Camp Skymeadow, Avonmore in Armstrong County, PA;

Girl Scouts is the preeminent leadership development organization for girls in kindergarten through twelfth grade, and our mission is to build girls of courage, confidence, and character who make the world a better place.  At Girl Scouts Western Pennsylvania, we’re committed to providing every girl the chance to practice a lifetime of leadership, adventure, and success.

If you have a passion for outdoor education, high adventure, and empowering girls and young women – and you have the experience to back it up, then we want you for our team!

As a Camp Director, you have the opportunity to create a high-quality camping experience that is girl-driven and girl-focused.  You will work as a leader in the camp community to create a culture of empowerment and enthusiasm for all campers.

As a member of the Outdoor Program Team, you will

  • Plan, develop, and implement camp and extended outdoor programs that are girl-driven and girl-focused;
  • Ensure the emotional and physical safety of campers, staff and guests;
  • Manage all aspects of camp to include program planning and delivery, budget management, resource allocation, risk management, and supervision of seasonal program and camp staff (20-25 staff members)
  • Ensure that camp and outdoor program offerings are based on the Girl Scout Leadership Experience and leadership program outcomes;
  • Develop and run virtual camps and programming;

QUALIFICATIONS:

  • Minimum of bachelor’s degree in education, recreation, or related field – or equivalent professional work experience;
  • Minimum of 2 years of supervisory experience;
  • Minimum of 2 years of experience as a Camp Director or related experience;
  • Camp Skymeadow offers a progressive horse program.  Experience working with and managing horses and horse staff preferred.
  • Experience in developing and facilitating outdoor education and program for youth;
  • Certifications a plus or a willingness to get certified: First Aid, CPR, AED, archery, canoeing, kayaking, lifeguarding, Wilderness First Aid
  • Must be organized, detail oriented, and customer focused;
  • Must possess a can-do mentality, be responsible, and be a lifelong learner;
  • Travel is required throughout western PA;
  • Evening and weekend work required on a regular basis;
  • Required to live at camp June thru August each year;

This is a full-time position; clearances are required; visit www.gswpa.org for more information about each camp.

TO APPLY:

Submit a cover letter, resume and salary requirements to recruiting@gswpa.org.

Business Manager for Education Services

Professional opportunity providing full-time schedule with daylight hours and an excellent comprehensive benefits package including Child Education Benefits (100% discount for the oldest child and 50% discount for siblings or biological and/or adopted grandchildren).

Heritage Community Initiatives is honored to celebrate our fourth decade of serving families in forty communities within Eastern Allegheny County through our Transportation, Education, and Nutrition programs. Each year, Heritage provides highly accredited academically-based early learning and out-of-school time programming for over 300 at-risk children. Heritage Community Transportation, a fixed-route transit service in operation for 20 years, has provided more than 1.5 million rides for residents in largely transit-isolated communities. Heritage is the only human services nonprofit in the Commonwealth designated as a provider of public transportation. More than 100,000 meals are served each year by our Nutrition Services, which offers solutions in meal planning, ordering, preparation, and delivery while creating healthy options for youth and senior populations.

POSITION SUMMARY

The Business Manager for Education Services is responsible for the business functions of both education programs. The manager ensures parent billings, account receivables, and collections are completed weekly, accurately, and on time. The manager also maintains and updates the database for reconciling, analyzing, and tracking parent tuition accounts, childcare subsidies, and nutrition. Collaborates with education management to ensure that resources are prioritized for effective and efficient operations in both programs.

RESPONSIBILITIES

  • Process parent billings, including printing and distributing customer statements to education programs for families weekly.
  • Manage the ProCare system to ensure that all changes reflected in Pelican (i.e., co-pay changes, child care schedule, and child information) have been entered accurately.
  • Accesses and reviews the Pelican system daily for changes in co-pays, child enrollment, and attendance. If necessary, contact parents or education programs to confirm or resolve any discrepancies that occur.
  • Responsible for communication to families (i.e., delinquent accounts and billing concerns).
  • Collaborates with the Director of Education for handling family accounts that become delinquent while maintaining contract compliance for child care subsidies. When necessary, prepare and distribute Heritage Delinquent Notices to families weekly.
  • Ensure all employee and scholarship children are billed and zeroed out with designated description in ProCare weekly.
  • Prepare and reconcile weekly reports on family account balances and compile AR reports for the Director of Finance.
  • Provide reports from ProCare or Pelican systems as needed.
  • Assist in processing monthly billing and reporting for tuition and fees, and contractual programs such as Early Head Start, Head Start, and PreK Counts.
  • Assist the Nutrition Department on CACFP income qualification determinations, communicate qualifications to Education sites, and maintain the Student Income Qualification database.
  • Provide and analyze reports and statistics to management for education-related purposes when requested.
  • Assist Education Department with Program Purchasing.
    Perform other duties as assigned by the Director of Finance.

QUALIFICATIONS AND SKILLS

  • Bachelor’s Degree in Business Administration.
  • Proficiency in Excel/MS Word and Windows environment.
  • 3+ years with billing and collection experience.
  • Ability to operate within the billing and accounts receivable systems, ProCare and Pelican preferred.
  • Current FBI, Child Abuse, National Sex Offender, and State Criminal Background clearances or be able to attain all clearances within 30 days of hire.
  • Current health assessment and TB test.
  • Ability to frequently lift or move weight as in lifting, carrying, or holding children 20+ lbs.

Applicants are asked to send a cover letter and a copy of your resume to humanresources@heritageserves.org and please visit our website for additional information about Heritage Community Initiatives – www.heritageserves.org.

Part-Time Leadership Assistant, Butler Region

The United Way of Southwestern Pennsylvania (UWSWPA) is seeking a dedicated, detail-oriented Leadership Assistant for our Butler, PA office. For more than 90 years, the United Way has inspired donors in the region to invest in their community and address pressing economic and societal problems.

The Leadership Assistant will be responsible for providing administrative support to the Butler Region Director and Corporate Relations Manager, Local Operating Board, and Executive and Impact Committees. In this role you will facilitate communications and meetings between the Butler Region Director and community/business leaders; process financial, grant, and donation data; and complete a broad range of confidential administrative/management assignments.

Core Responsibilities:

  • Schedule appointments/meetings; disseminate agendas; maintain calendars and contact lists; prepare letters/correspondence; handle incoming mail and packages; and manage telephone and other related clerical duties
  • Complete research as needed; maintain electronic databases; and develop and compile survey information
  • Support a variety of community impact programs, events, and campaign activities
  • Maintain partner agency grant-related information, assisting Butler Region Director in all aspects of Impact grant-related work, including the online system; and monitor partner compliance with United Way Partner Agreement
  • Ensure that all external communication materials are accurate and error-free
  • Record and send all incoming donations, paper and payroll, to bank for processing
  • Handle daily financial tasks in a proper, expeditious manner with extreme attention to confidentiality and accuracy
  • Maintain office equipment; provide administrative support to other positions as needed; and complete any other duties deemed necessary

Skills Required:

  • Must have strong communication skills, both in oral and written format
  • Knowledge of customer service principles and practices
  • Must have the ability to work well in a team environment with multiple personality types
  • Demonstrated ability to organize
  • Must have good time management skills and the ability to prioritize multiple tasks
  • Strong computer aptitude with the ability to easily learn new programs and databases

Qualifications:

  • High school diploma or GED with 3+ years general administrative support experience including support of executive management; demonstrated knowledge of administrative and clerical procedures; and strong proficiency in Microsoft Office Suite

Compensation: $17 per hour or more depending upon skills and experience. Position is part-time at 20 hours per week (Monday to Thursday, 5 hours per day)

How to Apply: Submit a resume and cover letter via our Careers website for consideration

Office Administrator

The McElhattan Foundation, a grantmaking foundation based in Pittsburgh, PA, is seeking a full-time Office Administrator to join our small but busy team. The Foundation’s mission is preserving and enhancing human life, and we have four program areas: workplace safety, education, end-of-life planning and care, and community development in the McElhattan family’s hometowns of Knox and Franklin, PA.

The Office Administrator will provide administrative support to Foundation staff, including, but not limited to:

  • Meeting planning/preparation, note-taking, and research
  • Correspondence, filing, record-keeping, document preparation
  • Scheduling site visits
  • Managing calendars for Executive Director and Program Officer(s)
  • Data entry, report generation, and data cleanup in our grant management system
  • Setting up Zoom meetings (including managing functionality like breakout rooms)
  • Eventually, booking and managing travel for Foundation employees

Requirements:

  • 2+ years providing full-time administrative support for a busy, professional office
  • Excellent writing and communication skills
  • High proficiency in Microsoft Office, particularly PowerPoint and Excel
  • Great organizational skills and very high attention to detail
  • The ability to work independently and efficiently
  • A bachelor’s degree

Professional experience working in WordPress and/or with social media content creation is a plus.

Currently, our team is working from home due to COVID-19, but we are looking forward to returning to the office in person when it’s safe to do so. Therefore, you must be capable of working from home in the foreseeable future. To be clear, though, this is not a permanent work-from-home position. Our office, in Pittsburgh’s Oakland neighborhood, has parking and is accessible via public transportation. Relocation assistance is not provided.

This is a temp-to-perm position. For the first 90 days, you will be paid an hourly rate as a contractor, and we will use this time to make sure this is the right fit for everyone. Benefits for the permanent position include medical, dental, and vision insurance; paid sick leave; and paid time off.

We encourage applicants from all backgrounds to apply.

Application instructions: please submit a cover letter, resume, and a 1-2 page writing sample. No phone calls, please.

Job Types: Full-time, Contract

Pay: From $35,000.00 per year

Executive Assistant

Organization Overview

The Brashear Association is a nonprofit organization providing programs and services in South Pittsburgh.  Based on the core belief that everyone deserves a fair shot, The Brashear Association provides individuals, families, and community groups with access to quality programs and services that help them address social, educational, health, and economic challenges.  A catalyst for change, we envision and support a South Pittsburgh where every individual, family, community group, and business thrives and reaches their full potential.

This is an exciting time for Brashear and for the clients that we serve throughout all South Pittsburgh neighborhoods. We are embarking on a move for our headquarters to the South Pittsburgh Hilltop in 2021 and are seeking a person who can handle the logistics for the transition along with internal and external change.

Position Overview

The Executive Assistant works closely with the Executive Director, ensuring smooth operations with staff, clients, vendors, and visitors.  The incumbent will be responsible for supporting the Executive Director and working collaboratively with a diverse team, as assigned by the Executive Director to deliver high quality programs and services.  This position requires that the incumbent work in a highly independent manner and must be able to handle confidential documents in a professional manner.

The incumbent will be responsible for:

Administration:

  • Providing administrative support to the Executive Director to maintain effective relationships with the board, staff, community partners, vendors, tenants, clients, volunteers, and the public
  • Managing organizational calendar and scheduling, processes mail, email, and invoices appropriately
  • Supporting human resource processes, including onboarding, payroll, certifications and clearances for staff and volunteers, specifically, organizing and scanning documents, ensuring payroll documents have appropriate signatures and approvals
  • Monitoring program outcomes through data management, developing reports and impact briefs for all programs and services
  • Coordinating the facilities including the development of a master schedule for building operations and coordinates staff coverage for events
  • Managing meeting (in-person/virtual) and travel logistics
  • Other duties as assigned by the Executive Director.

Communication:

  • Supporting the Executive Director by effectively managing Board calendar, communications, and scheduling of board and committee meetings, etc.
  • Maintaining accurate files for third party service providers; including applications, contracts, budgets, and awards.  (Third party service providers include, but are not limited to program partners, colleges and universities, community organizations, governmental departments and offices, and funders)
  • Collecting and filing press releases, reports, brochures, solicitations, letters, and direct mail campaigns, etc.
  • Providing administrative support to program-specific activities such as the South Pittsburgh Consortium, boards and advisory committees, and public forums, by attending the meeting, taking, and distributing the minutes to attendees, etc.
  • Other duties as assigned by the Executive Director 

Resource Development:

  • Managing the donor database which includes daily maintenance, including entering new donors, managing existing donor gifts, running reports, and processing acknowledgement letters
  • Providing administrative support for special events and fundraising campaigns, including, but not limited to, as the South Side Soup Contest, Bravo Brashear, the annual giving campaign, by ordering supplies
  • Compiling grant proposals and reports for submission
  • Other duties as assigned by the Executive Director

Skills

  • Experience providing high-level administrative support to an Executive Director,
  • Exceptional ability to manage multiple tasks and assignments under often strict deadlines,
  • Ability to work in a dynamic environment,
  • Skilled in multi- calendar management, virtual meeting, travel logistics and expense reports
  • Ability establish effective working relationships with diverse populations and to function well within a team environment
  • Communicates effectively with diverse groups and individuals, at all levels within the organization, verbally and through written communications
  • Proficiency in Microsoft Office, Salesforce, virtual meeting platforms, preferred

Education/Experience Requirements

  • Bachelor’s Degree in Administration or related field with at least five years’ experience preferred,
  • The Executive Assistant must have the ability to work independently with diverse peoples and communities; perform multiple tasks often with multiple deadlines; represent the agency to partners, the public, and funders; and address physical building concerns.
  • A valid Pennsylvania driver’s license is required; the use of a vehicle is preferred. Availability during evening and weekend hours.

Application Instructions

Applicants should submit a resume with three references and cover letter that explains their experience in relation to the work, responsibilities, and qualifications listed here. Applications without cover letters that directly address the candidate’s fit with this position will not be considered. All inquiries and resumes should be sent via email to management@brashearassociation.org by January 15, 2020.  Anticipated start date for the position is February 8, 2021.  The successful candidate will be notified by January 25, 2021.