Administrative Assistant Job Description

(30 hours per week, Contract | Grant-Funded)
Location: In-Person | Philadelphia
Program: Tiny Essentials Relief Hub
Bilingual Preferred

Compensation: $18/hr 

Position Overview

The Administrative Assistant is a grant-funded, 1099 contractor position that supports the administrative and operational needs of the Tiny Essentials Relief Hub. This role is fully in-office and plays a critical role in referral intake, scheduling, documentation, and data organization to support smooth program operations.

Contractors are paid based on submitted timesheets, which serve as invoices. Payment is issued within approximately 15–30 days of invoice submission, in accordance with grant reimbursement timelines.

This position is funded through June 2026, with the possibility of extension contingent upon program needs and available grant funding. Individuals in this role will receive advance notice regarding any potential extension.

Key Responsibilities

• Manage referral intake and enrollment tracking
• Confirm and schedule family appointments
• Upload assessments and forms into internal databases
• Maintain accurate documentation and service records
• Support reporting, scheduling, and administrative coordination
• Prepare materials and forms for Relief Hub service days
• Support virtual meetings and communications as needed
• Follow confidentiality and data security protocols
• Engage with families during the intake process

Schedule & Time Commitment

This role requires in-office availability for five (5) hours on each of the following days:

Mondays
Thursdays
Fridays
Total commitment: 15 hours per week. Specific daily shift times will align with public Relief Hub public operating hours.

Relief Hub Public Schedule

Mondays: 12:00 PM – 7:00 PM
Thursdays: 12:00 PM – 7:00 PM
Fridays: 12:00 PM – 3:00 PM
Occasional Saturdays: Community events (with advance notice)

 

Contractor Status & Employment Terms

• This is a 1099 independent contractor position
• This role is grant-funded and time-limited through June 2026
• No employment benefits are provided, including health, medical, or paid leave
• Contractors are responsible for managing their own taxes and withholdings
• Scheduling changes or absences must be communicated in advance

 

Insurance Requirement
Individuals selected for this role will be required to maintain their own professional liability insurance for the duration of the contract. Linked Family Services may recommend providers such as Healthcare Providers Service Organization (HPSO); however, securing and maintaining coverage is the responsibility of the contractor.

 

Qualifications

• Experience in administrative or office support roles
• Strong organizational and time-management skills
• Some ecperience engaging with families and children preferred
• Comfortable using Google Sheets, Google Forms, Google Drive, Zoom, and Microsoft Teams
• Attention to detail and confidentiality
• Ability to work independently in an in-office setting
• Recent college graduates encouraged to apply
• Bilingual or multilingual skills preferred