Position Summary

The Administrative Support Specialist plays a key role in supporting the day-to-day operations of the FamilyMatters office, reporting directly to the Executive Director. This position provides general administrative support, helps oversee building and office operations, supports adherence to contract and grant documentation requirements, and supports program staff through supply management and logistics.

This role requires a highly organized, detail-oriented professional who can manage multiple priorities, maintain confidentiality, and represent the organization with professionalism and warmth.

Essential Duties and Responsibilities

1. Administrative Support

• Provide day-to-day administrative support to the Executive Director, including scheduling, correspondence, and file management.
• Prepare meeting agendas, take minutes, and track follow-up actions for staff and leadership meetings.
• Manage incoming calls, mail, and general inquiries, directing them to the appropriate staff member.
• Maintain organized digital and physical filing systems for office and program records.
• Draft and format correspondence, reports, and internal communications as needed.
• Maintain confidentiality of sensitive personnel, financial, and client information.

2. Building and Operations Support

• Support building-related needs, coordinating with the landlord, vendors, and maintenance staff alongside the office manager.
• Monitor facility conditions and promptly report maintenance or repair needs.
• Support health, safety, and licensing compliance walkthroughs and inspections.

3. Contract and Grant Documentation Support

• Maintain organized files of contracts, grant agreements, and related correspondence to ensure timely renewals and compliance.
• Track key contract and grant deadlines, reporting requirements, and deliverables, flagging upcoming due dates for the Executive Director.
• Assist in compiling documentation needed for grant reporting and audits.
• Support adherence to funder and contract requirements by maintaining accurate, up-to-date records.
• Coordinate with the Executive Director and finance team to ensure documentation supports invoicing and reimbursement processes.

4. Program Supply and Logistics Support

• Order, track, and maintain inventory of office and program supplies, ensuring adequate stock for daily operations.
• Coordinate purchasing and procurement in line with agency policies and budget guidelines.
• Support program staff with logistics for client services, activities, and events.
• Assist with onboarding logistics for new staff, including workspace setup, supplies, and access.

5. General Office Support

• Serve as backup to the front desk and reception at the FamilyMatters office.
• Support office systems such as supply management, filing, and document organization.
• Perform other duties as assigned.

Performance Expectations

Success in this position will be evaluated based on:

• Accuracy and timeliness of administrative and documentation tasks
• Effective tracking of contract and grant deadlines and deliverables
• Responsiveness to office operations and facility needs
• Discretion in handling confidential information
• Professionalism and quality of internal and external communication
• Reliability in supporting program staff and office logistics

Core Competencies

• Organizational skills: ability to manage multiple projects, deadlines, and priorities simultaneously.
• Communication skills: clear and professional written and verbal communication.
• Problem solving: resourceful and proactive in identifying and resolving issues.
• Time management: prioritizes effectively and manages workload independently.
• Discretion: handles confidential information with integrity and professionalism.
• Attention to detail: ensures accuracy in contract, grant, and compliance documentation.

Required Qualifications

Education

• High school diploma: required; Associate or Bachelor's degree preferred.

Experience

• At least two years: of administrative, office management, or operations experience.
• Nonprofit or human services experience: preferred.

Licenses, Certifications, and Other Requirements

• Proficiency: in Microsoft Word, Excel, Outlook, and PowerPoint.
• Comfortable: learning and using databases, grant/contract tracking tools, and cloud-based systems.
• Ability: to complete and maintain all required background screenings and employment clearances.

Preferred Qualifications

• Bachelor's degree: in business administration, nonprofit management, or a related field.
• Prior experience: supporting grant or contract compliance documentation.

Working Conditions

This position operates in a professional office environment at the FamilyMatters office in King of Prussia, PA, and routinely uses standard office equipment such as computers, phones, and photocopiers. The role requires the ability to remain calm and flexible in a fast-paced environment while managing competing priorities.

Physical Requirements

The employee is regularly required to talk and hear, and is frequently required to stand, walk, use hands to finger, handle, or feel, and reach with hands and arms. The position requires the ability to occasionally lift office products and supplies up to 20 pounds.

Equal Employment Opportunity and Accommodations

JAFCO is an equal opportunity employer and is committed to maintaining a workplace free from unlawful discrimination, harassment, and retaliation. Qualified individuals with disabilities may request reasonable accommodations to perform the essential functions of the position.

Job Description Disclaimer

This job description summarizes the position’s primary duties and requirements and is not intended to contain a complete list of every responsibility or task that may be assigned. Duties may be modified based on client, program, regulatory, funding, or organizational needs. Nothing in this job description creates an employment contract or alters the at-will employment relationship, where applicable under state law.