Part Time Executive Assistant/Benefits Coordinator
Philadelphia, PA
Part Time
Mid Level
Part-Time Executive Assistant/Benefits Coordinator
Mission: The Pennsylvania Innocence Project is a non-profit, public interest law firm. Our mission is to exonerate those convicted of crimes they did not commit, to prevent innocent people from being prosecuted and convicted, and to help those wrongfully convicted transition to freedom. (www.painnocence.org)
Position Summary: The Pennsylvania Innocence Project is seeking a highly organized and detail-oriented Part-Time Executive Assistant and Benefits Coordinator to provide crucial administrative support to the Executive Director and manage the organization's employee benefits programs. This dual-role position requires a proactive individual with excellent communication skills, a strong understanding of HR benefits administration, and the ability to work independently in a fast-paced non-profit environment.
Responsibilities:
Executive Administrative Support (Approximately 50%)
- Provide comprehensive administrative support to the Executive Director, including calendar management, email correspondence, and meeting material preparation.
- Assist the Executive Director with processing correspondence and reports.
- Maintain the organization calendar with annual holidays, all-staff meetings, and training sessions.
- Organize and maintain Sharepoint files and other organizational documents used by all staff, including organizational finance and HR policies.
- Gather and submit policies and relevant information to the auditor annually in preparation for the annual audit.
- Serve as the primary administrative liaison with the Board of Directors, maintaining accurate board lists, distributing meeting materials, and coordinating meeting logistics.
- Coordinate organizational and board committee calendars.
- Ensure the timely processing of monthly invoices from contractors/vendors (including but not limited to Paychex, flexible spending, and HSA accounts).
- Assist the Executive Director in maintaining a professional development tracker and in the planning and implementation of work plans for the organization-wide strategic plan.
- Assist Executive Director with paperwork required to maintain organization insurance policies.
- Assist with special projects and initiatives as assigned by the Executive Director.
- Administer all employee benefits programs, including health insurance, 401(k), transit checks.
- Manage the onboarding process for new employees, which includes:
- Coordinating new employee onboarding activities.
- Setting up new employees in the IT systems
- Collecting necessary employment documents, such as W-2 and I-9 forms.
- Ensuring accurate enrollment in payroll and benefits systems.
- Educating new hires on available benefits and enrollment procedures.
- Serve as the primary point of contact for employee benefit inquiries, troubleshooting issues and resolving problems promptly.
- Liaise with external vendors, including the insurance broker, payroll provider (Paychex), and IT support, to ensure seamless benefit administration and technical support.
- Prepare and submit required administrative reports for all benefit plans.
- Maintain and update the employee personnel manual as needed.
- Maintain complete and organized paper and electronic personnel files.
- Research new potential benefits or new providers at the request of the Executive Director.
- Minimum of 2 years of experience in administrative support, including at least one year in HR benefits administration, preferably in a non-profit setting.
- The ideal candidate will have excellent organizational and interpersonal skills, enjoy working in a fast-paced and collegial non-profit environment, and have a dedication to social justice.
- Strong knowledge of employee benefits programs and regulations.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Sharepoint.
- Experience with payroll systems (Paychex preferred) and online benefits platforms.
- Excellent organizational, time management, and problem-solving skills.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Knowledge of basic IT troubleshooting.
- This position is based in our Philadelphia office. A hybrid work arrangement including some remote work may be arranged in accordance with our current personnel policy. We do not anticipate that any travel will be required.
- The Pennsylvania Innocence Project is committed to ensuring our staff reflect the clients and communities we serve. We strongly encourage candidates from diverse backgrounds to apply for this position. In your cover letter we invite you to tell us how your unique background and/or experiences can contribute to the diversity, vitality, and cultural perspective of our staff, clients, and case work. Learn more about the Pennsylvania Innocence Project at https://painnocence.org/.
To Apply: Please attach:
- Cover letter
- Resumé.
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