- Maintain team calendars, schedule meetings, reserve internal and external meeting space
- Follow up on any general inquiries received via email, phone, or internal referrals for the department.
connect to the correct party when necessary.
- Compose replies to incoming correspondence; route correspondence to the appropriate party; draft
correspondence at the request of supervisors or team members
- Create and maintain department filing systems (electronic and paper)
- Manage inventory for department equipment and supplies including computers, software, cell phones,
cabinets/locks, and training materials; seek assistance from PHMC IT when necessary, on behalf of the
team
- Support the onboarding of new hires and interns (intro letters, orientation schedule, paperwork,
identification, technology set-up, etc.)
- Maintain meeting recaps, review with the team, and save centrally
- Perform any other agency-related duties or special projects as directed by supervisor
Purchasing, Contracts & Compliance Support
- Support contracts development and conformation
- Track invoicing and payment process for OST sub-contracts and training contracts
- Purchase a variety of program materials within funder guidelines, including but not limited to office
supplies, training, instructional materials, gift-cards, and food requests.
- Apply purchasing protocol to utilize multiple vendors via data base systems, websites, and telephone
correspondence.
- Document and report status of purchasing and reconciliation activities through use of multiple webbased and internal data systems and Excel spreadsheets.
- Ensure documentation reflects required details to tracking purchase orders, invoices, shipments,
deliveries, etc.
- Prepare purchase requests and track payments to vendors/contractors through PHMC’s web-based
Document Management System (DMS)
- Make travel or training arrangements for team members when necessary
- Place and receive catering orders
- Participate in regular meetings to monitor the status of purchasing activities
- Occasionally conduct site visits to funded programs
Communications Support
- Maintain contact lists for providers, partners, and other stakeholders and manage any related mail
merge activities
- Manage email distribution and communication accounts (MailChimp and/or others)
- Maintain OST program Eventbrite and Zoom accounts, host Zoom and MS Teams meetings and
webinars, manage meeting registrations and invitation processes.
- Support coordination of special events, including space reservations, registration tracking and
coordination with facilities (both PHMC internal facilities and external rental facilities)
- Assist with the distribution of quarterly professional development catalog
- Support with tracking participation in webinars, meetings and other training activities (web-based and
in-person); create and distribute training certificates.
- Provide technical support to providers regarding professional development enrollment/account
maintenance
- Attend special events as needed
fax), multi-line phone system, and audio-visual equipment.
PHMC is an Equal Opportunity and E-Verify Employer.