Administrative Coordinator

SUBSTANSE USE PREVENTION AND HARM REDUCITION DIVISION OVERVIEW

Many cities have been impacted by the overdose crisis, but Philadelphia has been hit especially hard. The City of Philadelphia Department of Public Health has responded by creating the Division of Substance Use Prevention and Harm Reduction (SUPHR), a team focused on improving the health and well-being of people who use drugs in Philadelphia.  SUPHR has 10 teams: Bereavement (Philly HEALs), Communications, Community Engagement, Environmental Services, Epidemiology, Harm Reduction, Medical, Neonatal Abstinence Syndrome (Philly LIFTS), Operations, and Overdose Fatality Review (OD Stat). The team's mission is to prevent overdoses and other health issues by offering services and shaping policies to promote the dignity, autonomy, and health of people who use drugs. To name just a few things, SUPHR offers overdose prevention trainings, support to families with babies born with NAS, and same day pay program focused on creating job opportunities while cleaning communities. Since so many Philadelphians have been touched by the overdose crisis, SUPHR also provides counseling to children and adults who have lost someone in their life to an overdose. Behind the scenes, SUPHR works with other City agencies, hospitals, and community groups to ensure that everyone is working together to combat stigma and encourage harm reduction efforts. SUPHR recognizes that many communities have been dealing with substance use for a long time, and SUPHR is invested in giving communities the tools they need to keep people who use drugs, their loved ones, and the larger community healthy and safe.

JOB SUMMARY

The Administrative Coordinator is responsible for supporting the work of the Substance Use Prevention and Harm Reduction (SUPHR) Division Director and Division through scheduling, completing reports, assisting with grant reporting, fiscal reporting, preparing briefing memos and other preparatory materials to ensure that Division Director is prepared for meetings. The Administrative Coordinator performs a variety of complex administrative, technical, and operational duties for the SUPHR Division Director. The Administrative Coordinator works on issues of a highly confidential and/or sensitive nature. The Administrative Coordinator also handles matters related to the coordination of office functions and services and managing office operations. This position requires excellent organizational skills, strong writing ability, a willingness to deal with a calendar that changes constantly and to anticipate the information and preparation the Division Director will need to respond to a fast-changing public health environment.

JOB SPECIFICATIONS

Under the supervision of the SUPHR Division Director, the Administrator Coordinator will perform the following essential job functions:

• Managing the SUPHR Division Director’s complex and ever-changing schedule, including coordination of multi-stakeholder meetings both within PDPH and with other city departments and outside agencies.
• Deliver full range of support services to the SUPHR Leadership Team.
• Review the schedule with the Division Director weekly, anticipating preparation needs including transportation time and document preparation to ensure that meetings go smoothly.
• Complete preliminary literature and google searches as part of initial fact finding for new projects and meeting preparation and to prepare briefing memos summarizing these findings.
• Miscellaneous operational projects on behalf of the Division Director or in support of advancing public health in the city.
• Handles all mail and correspondence for SUPHR including confidential documents; prepares correspondence for signature of SUPHR Division Director.
• Schedules appointments and meetings for SUPHR Leadership Team; coordinates schedules with meeting participants and arranges accommodations.
• Prepares, maintains, and updates system data and produces a variety of reports and financial statements.
• Prepares various forms including reimbursements, records, and reports.
• Performs incidental general office/secretarial duties.
• Responding to emails and correspondence from members of the public. These are a mix of informational requests and emails from people who may want resources, education, training and to express their opinions. Patience, kindness, openness to other points of view, and an ability to keep track of a large volume of information about the department and its services are needed for this role.
• Prepares, maintains, and updates system data and produces a variety of reports.

EDUCATION

• Must possess a Bachelor’s degree in public administration, business administration, public health, social work, human services, or a related field.
• Bilingual in Spanish a plus not required.

SKILLS/EXPERIENCE

• Computer proficiency, particularly in MS Word, MS Excel, MS Teams, MS Outlook, and online research databases.
• Excellent oral and written communication skills.
• Effective management skills.
• Excellent organizational skills.
• A strong ability to maintain extremely sensitive and confidential information.
• Ability to collaborate with Executive Staff.
• Ability to host virtual meetings.
• Ability to maintain organization and meetings minutes for multiple committees.
• Ability to work under pressure to meet deadlines.
• Ability to take initiative, work independently, and use innovative techniques and ingenuity to prepare reports and presentations.
• Ability to coordinate complex timelines and schedules.
• Ability to analyze and think critically to apply reasonable judgment and critical thinking skills.
• Ability to work as part of a team, to prioritize and handle multiple tasks, and to work independently in a high-pressure environment.
• Curiosity about the functions, policies, and protocols of City departments and services. Experience in Local or State government is a plus, but not necessary.

Work Environment:  Standard office setting with extended periods at workstation and periodic use of office equipment. Our team is currently hybrid with both virtual and in-office days, however this position is mostly remote with in-person participation required on an as-needed basis.

Position Type:  Full time, grant-funded position; continuation of the position depends on continued availability of funds.

Work Schedule:  Full-time position, typical hours are Monday through Friday 9:00 am to 5:00 pm.  Flex office schedule options available with supervisor’s approval.

Travel:  No travel required

Physical Demands:  None apart from standard office work 

Salary and Benefits:  $60,000 with a comprehensive benefits package that can include:

• Medical with vision benefits
• Dental insurance
• Flexible spending accounts
• Life, AD&D and long-term care insurance
• Short- and long-term disability insurance
• 403(b) Retirement Plan, with a company contribution
• Paid time off including vacation, sick, personal and holiday
• Employee Assistance Program