The Pennsylvania Workforce Development Association (PWDA) is the voice of workforce development in the commonwealth to key decision and policymakers at the federal, state and local levels. Serving Pennsylvania’s local workforce development ecosystem, PWDA has over 100 member organizations and professionals that include the twenty-two (22) local workforce development boards, system providers, as well as business, education, training, human services, literacy, and community development partners located across the Commonwealth. For more information go to: www.pawork.org.

We prioritize Advocacy, Policy, Professional Development, and more for our industry and members. We serve as a clearinghouse for information, ideas, and innovation. Known for offering one of Pennsylvania's largest gatherings of workforce development professionals and experts, we provide top-shelf education, training and technical assistance to workforce development professionals and partners to ensure Pennsylvania has a skilled workforce and businesses can sustain and grow. The Administrative Coordinator is a new position created by PWDA to support the Association’s membership and partnership growth and a strategic focus on efficient internal operations and effective governance.

Job Summary 
PWDA is a go-to resource for workforce development professionals, industry partners, policymakers, and stakeholders. We are a non-profit member-based trade association that provides high-quality, customer-centered mission-oriented services; promoting opportunities for skill development, learning, and information-sharing amongst workforce development organizations and professionals. Our organization’s work fosters a sense of value-add, strong networking, and fun that members, partners, and prospect members value.  

PWDA is seeking a part-time Administrative Coordinator responsible for a wide variety of administration functions to ensure the smooth running of a high-paced, customer-focused office. Working in a small, non-profit environment, the selected candidate works independently and under the supervision of the Executive Director to perform the following core functions:

• Support Association operations, including routine office tasks and project-based assignments
• Assist the Executive Director with day-to-day administrative tasks
• Provide administrative and logistical support for PWDA Board of Directors, Committees and related meetings
• Act as the principal liaison with PWDA members, non-members, and event registrations, supporting engagement, communications, and general customer services

Responsibilities
The ideal candidate will:

• Maintain high-quality and efficient day-to-day operations for PWDA
• Support the Executive Director with day-to-day administrative tasks including correspondence management, meeting preparation, travel arrangements, and scheduling
• Act on behalf of the organization in a manner that reflects quality customer service 
• Process and maintain appropriate record keeping independently and with staff for mail, accounts payables and receivables, audit preparation, budget, staffing, and consultant/vendor accounts.
• Serve as a resource to members for recruitment, onboarding, and retention communications, promotion of the Association within the membership and with the Pennsylvania community in general.
• Directly support PWDA events, meetings and operations, including Annual Conference and other events, Board of Directors, Committees, workgroups, forums and more.
• Serve as the main point of contact for Members on their account
• Maintain up-to-date contact information, records, files, and related documentation for PWDA staff, Board, members, event attendees, and others using PWDA management and office systems
• Administer communications, newsletters, surveying, and other forms of engagement with PWDA members, event attendees, and other stakeholders
• Liaison with PWDA vendors, suppliers, and related representatives such as landlord, equipment companies, insurance companies, IT, etc.
• Coordinate and oversee the completion of special projects, as needed
• General office administrative duties such as inventory and order supplies

Example Activities (may include but not limited to): 

• Update membership profiles including the addition, deletion, and revision of membership records
• Working with staff to design and implement a membership survey
• Schedule meetings, take meeting minutes and administrative support, and track meeting attendance
• Utilizing PWDA’s Association Management System to communicate and engage members, prospects and others
• Receipt of incoming mail, proper distribution to PWDA staff, and record retention
• Properly coding all account payables, scanning and filing for timely payment processing
• Receiving all account receivables, maintaining accurate records, and preparing for Executive Director
• Compile contact information for PWDA outreach
• Compiling content, preparing, and distributing Board meeting packets
• Coordinate the solicitation and management of providers, vendors, and others who support PWDA services and events
• Creating a membership engagement schedule, including onboarding and retention milestone check-ins
• Maintain and update PWDA documents and records to align with Standards for Excellence accreditation
• Notify PWDA Executive Director of lease or contract expirations and provide recommendations for effective internal operations
• Create and compile content for PWDA newsletters, mail and email campaigns, and social media postings
• Secure appropriate licensing and renewal information for PWDA software, and equipment
• Process and determine appropriate points of contact incoming e-mails and voice messages from the PWDA general inbox
• Collect and file completed Board of Directors annual code of ethics paperwork 
• Provide logistical support for training activities, Fellowship programs, and similar activities, as needed
• Work with PWDA Accountant and Executive Director to prepare materials and documents requested for annual audit
• Prepare reports, memos, letters, and other documents, as needed
• Maintain accurate and accessible records in accordance with record retention policies.
• Participates in staff cross-training activities as needed.

What You Will Bring: 

At least 3 years of experience serving in an administrative or operational capacity in a business-setting or relevant experience. You must have a high-level of initiative, a proven ability to coordinate multiple projects and processes to deliver results, and the ability to read situations and people and response with high degrees of emotional intelligence.

Required Skills 

Highly Organized   Maintain high-level of organization, ability to adjust actions in relations to others

Time Management Manage responsibilities and act professionally in a fast-paced environment that can present dynamic decision making

Judgment  Considering the relative costs and benefits of potential actions to choose the most appropriate one

Technology Skills Strong understanding of Microsoft Office suite and basic understanding of tools such as WordPress, website tools, and other office management or association management systems.

Clerical  Administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology

Critical Thinking Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems

Active Listening Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times

Reading Comprehension Understanding written sentences and paragraphs in work related documents

Customer Service Ability to understand and respond to the needs and perspective of a customer, member, or stakeholder in helpful ways

Speaking Talking to others to convey information effectively

Writing Communicating effectively in writing, including event content and promotion, as appropriate 

What PWDA Can Offer
The part-time Administrative Coordinator is commensurate with experience and alignment to PWDA needs, paid at an hourly rate of $15-$28/hour for 20 hours per week. Additional hours are available throughout the year, specifically during January through May to support PWDA’s Annual Conference.

PWDA offers the part-time Administrative Coordinator a flexible work schedule and hybrid workweek (in-office required at least one day a week). Employee deferrals into a 401k plan may apply, upon eligibility.

The position is routine office and administrative duties, with the occasional need to support event planning and on-site venue set-up and tear-down of materials. Attendance at PWDA’s Annual Conference is required for all-staff, including the part-time Administrative Coordinator. Examples of duties may include packing/unpacking boxes, loading/unloading supplies and heavy items into vehicles, setting up signage, posters and floor decals, prepping exhibition tables, workshop space preparation before, during, and after an event (events may range from 90 minutes to 3+ days of onsite support), etc. Additional travel may be required with advance notice and includes the occasional travel to post office, store, bank, and local vendors. 

Given the nature of the job duties, a background check may be conducted on all final candidates such as personal and professional references, criminal history, and credit history. Final candidates will be asked to provide consent by submitting a completed “request criminal background check” form, if necessary.  The selected candidate will be under a 3-month probationary period; a timely review of performance shall occur.

About PWDA
The PWDA Offices are in Camp Hill, PA and office hours are Monday-Friday 8:30am-4:30pm. PWDA affirms that it shall ensure equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristics protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Application Instructions 
Applicants should submit a cover letter and resume, to Carrie Amann, Executive Director, camann@pawork.org (no phone calls) using subject “Administrative Coordinator application {insert last name}”. Application materials must include:

• Reference to at least 2-3 work assignments or related experience that demonstrate your ability to perform the duties outlined above
• Any other pertinent information.