Job Posting – Administrative Assistant, Benedum Foundation

The Claude Worthington Benedum Foundation seeks a detailed oriented candidate to support the program staff.

About the Foundation

The Claude Worthington Benedum Foundation is a regional, place-based philanthropy serving West Virginia and southwestern Pennsylvania. The Foundation makes grants to support Education and Economic Development, Community Development and Health & Human Services. The Foundation operates from its headquarter building in downtown Pittsburgh with a small, hardworking, and friendly staff of nine that report quarterly to the Board of Trustees.

Position Overview

The Benedum Foundation is seeking an Administrative Assistant in our downtown Pittsburgh office to provide direct support to the Foundation’s three program officers. This role requires a blend of people skills, cheerfulness, and the ability to manage multiple tasks simultaneously.

Primary position duties include but are not limited to:
• Supporting the three program officers in all aspects of their daily work and providing ideas or solutions for process improvements.
• Monitoring and managing the program officers’ calendars, scheduling appointments and meetings, and making travel arrangements.
• Supporting program officers in the editing, proofreading, and processing of board meeting materials.
• Utilizing the Blackbaud grant database to support the program officers in managing the workflow process. This includes pending proposals, approved grants, running reports, uploading documents, processing grant agreements and grant reports, and assisting with the grant payment letters.
• Managing communications with grantees as directed by the program officers and taking meeting notes when requested.
• Overseeing the contacts database for annual report and holiday card mailings.
• Assisting with physical and electronic project filing and management.
• Assisting program officers with presentations and short-term research requests, as needed.
• Managing expense reports for program officers.
• Other projects as assigned.

Other duties related to the typical administrative responsibilities include but are not limited to:
• Assuring that conference rooms, reception area, and common office areas are in order.
• Providing back up support and coordination with the Foundation’s Board Secretary for administrative details on Board of Trustees meetings when requested.
• Answering phones and directing callers to appropriate staff.
• Maintaining an office presence to welcome and assist visitors and accept deliveries.
• Assisting with staff events, lunches, and other special events.
• Maintaining Master Calendar updates for program officer in office meetings, use of video and audio conferencing, vacations, and out of office time.
• Providing back-up to the office administrator during scheduled vacations.

Educational Requirements, Computer Skills, and Behavioral Competencies
• HS Diploma, college degree is a plus.
• Minimum five years’ experience in a professional work environment where maturity, confidentiality, customer service, and discretion are essential.

The ideal candidate possesses the following computer and behavioral traits:
• Detailed Oriented: Ability to adhere to current protocols in completing administrative tasks involved in processing a grant from proposal through the final report. Ability to meet deadlines and respond to changing priorities; ability to handle many tasks simultaneously.
• Technical Learning: Ability to adapt to the frequent changes in technology; proficient in Microsoft Office 365 (Outlook, Word, Excel, and PowerPoint), Adobe, and the willingness to learn new skills. Comfortable using grantmaking programs, such as Blackbaud, and other software.
• Strong Communication Skills: Ability to adapt to different styles and clearly discuss and coordinate work items with several people at once. Excellent written and verbal communication skills, including grammar, spelling, and punctuation.
• Customer Focused: Finds enjoyment and satisfaction in assisting others. Team player who is willing to go above and beyond to be a meaningful resource to others in the workplace.

Compensation and Benefits

The competitive salary range, based on experience, is $20-$25/hour. Full time benefits include:
Health insurance
Dental insurance
Vision insurance
Flexible health and education spending account
403(b) retirement savings account with contributions made by the Foundation
Hybrid work schedule, with Fridays from home for all staff

How to Apply
Interested and qualified individuals can apply at by attaching cover letter, resume, and list of five references by 5 pm, June 30, 2022. No phone calls please.

The Claude Worthington Benedum Foundation is an equal opportunity employer.