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Y-HEP Administrative Assistant 

EOE Statement We are an Equal Opportunity Employer.  
Category Clerical  

Job Summary

The Administrative Assistant for Philadelphia FIGHT’s Youth Health Empowerment Project (Y-HEP) is responsible for clerical and administrative support for the programs of Y-HEP, and the Empowerment Center in particular. This position is responsible for reception and triage of participants visiting the agency for services, maintenance of Empowerment Center data and Y-HEP information, and responding to requests for information and referrals. The Y-HEP Administrative Assistant represents Philadelphia FIGHT both on site and in the community, in a courteous, efficient manner that reflects the high level of integrity and customer service mandated by Philadelphia FIGHT.


Tasks and Responsibilities

General clerical support for Y-HEP’s Empowerment Center

  1. Answers telephone, screens and directs calls, takes and relays messages
  2. Greets persons entering organization and maintains sign in log
  3. Distributes paperwork including intakes to new participants
  4. Manages and maintains updated database of Y-HEP participants
  5. Responsible for completing the monthly DHS report and input data into the PBPS system
  6. Triages needs of drop-in participants and responds to requests for referrals to and information about local resources
  7. Responds to queries from the public and participants, by phone, in person and mail
  8. Distributes tokens to participants based on Y-HEP policies
  9. Maintains inventory of supplies
  10. Maintains clothing bank, lending library, and amenities
  11. Maintains knowledge of appointments and schedules
  12. Organizes meetings and room reservations
  13. Maintains the reception area, including ensuring posted information is up to date.

Other Duties

  1. Attend weekly meetings with Y-HEP staff, and other programmatic FIGHT meetings.
  2. Collaborate with other agencies in local events, meetings, and programs that are related to job duties.
  3. Assist in the overall outreach, coordination, and planning of all Youth-related activities during AIDS Education Month.
  4. Backs up staff in a variety of capacities including support in the Computer Lab, Empowerment Center, Outreach and other tasks as needed.
  5. Other duties, as assigned by your supervisor 
Position Requirements


Bachelor’s degree preferred. Two or more years of experience working with youth and/or young adults strongly recommended. Experience in the fields of education, behavioral health or substance abuse preferred.


Minimum Requirements

  1. Excellent organizational and information management skills.
  2. Proficient in Microsoft Office and essential office computer applications.
  3. Familiarity with constituent populations, particular youth under 24.
  4. Sensitive to cultural, economic, gender, and sexual orientation differences. 
  5. Child abuse and FBI clearance


Demonstrates knowledge of administrative and clerical procedures; excellent communications, interpersonal skills and collaborative skills; exceptional customer service skills; flexible, self-motivated, organized, able to work well under pressure; computer literacy required.  

Full-Time/Part-Time Full-Time  
Shift Days  
pay range  
Position Y-HEP Administrative Assistant  
Close Date  
Exempt/Non-Exempt Non-Exempt  
Location Y-HEP  
About the Organization Philadelphia FIGHT is a comprehensive AIDS Service Organization providing state of the art, culturally competent HIV primary care, consumer education, advocacy, social services, outreach to people living with HIV and to those who are at high risk, and access to the most advanced clinical research. Our goal and hope is to end the AIDS epidemic within the lifetime of those currently living with HIV.  

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