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Administrative Assistant, Inglis Innovation Center

Inglis enables people with disabilities – and those who care for them – to achieve their goals and live life to the fullest. The Inglis Innovation Center Administrative Assistant is responsible for providing administrative and operational support to the Inglis Innovation Center, and to the Center Director, specifically. Additionally, this role also provides support in the areas of reception and customer service, documentation and reporting, and program support administrative and operational needs.  

Education & Experience

Can effectively manage several priorities and tasks occurring simultaneously.  
Maintains an organized and orderly workspace. 

  • High School Diploma required but a bachelor’s degree is preferred.  
  • Minimum of two (2) years relevant experience.
  • Has advanced word processing, spreadsheet, and graphic software skills.
  • Excellent communication skills (written and oral).
  • Strong organizational skills. 
  • Demonstrates ability to understand, interpret and uphold Inglis policies.
  • Demonstrates ability to interface and communicate effectively with direct reports, leaders and all other function in the organization.


Essential Functions, Qualifications & Skills:

Inglis Innovation Center (IIC) administrative and operational support 

  • Provide support to the Center Director to support effective implementation of Center-wide workflows and processes that support the provision of services, Center operations, quality and outcomes, guests/visitors, and overall customer service
  • Organizes and coordinates Center functions, activities and communications 
  • Schedules and manages logistical support for meetings, events, tours/visits, and trainings 
  • Collaborates with IT department and program leaders to support technology requests
  • Responds to and/or routes routine Center and program-specific inquiries in a timely and appropriate manner
  • Monitors office supplies and inventory for shared conference spaces, and re-stocks as necessary
  • Purchases supplies in accordance with the Center budget and ensures efficient, effective use of resources  
  • Develops office procedures and systems to ensure smooth operations of IIC operations
  • Communicates and collaboratives actively with Center staff to support Center and program specific goals
  • Maintains relationships with Inglis departments that support the IIC (such as the Finance Office, Mail Room, Human Resources, IHC. etc.) to ensure that all operations are supported optimally  
  • Maintains relationships with vendors and outside entities that support the IIC, reports areas of need to Center Director. 
  • Monitors shared IIC spaces for cleanliness, repair, organization to ensure overall shared spaces (including Café and conference rooms) are well supplied and orderly. 
  • Reports areas in need of cleaning, repair and/ or maintenance to appropriate persons. 

Data collection, quality & compliance:

  • Collects, reviews and analyzes Center and program inquiries and intake data as directed
  • Prepares reports, charts, budgets, and other presentation materials as requested
  • Maintains databases, portals or other materials as requested
  • Completes data entry for Center-wide quality and outcomes measures across all IIC programs
    • Partners with all IIC program leaders to ensure compliance with established policies and procedures, and regulatory bodies.   
    • Uses standard document version control and naming conventions to easily access and search on program documentation.

Community engagement and customer service: 

  • Acts as the primary point of contact for clients and guests visiting or inquiring about the IIC; assists with navigation to the appropriate place, addressing questions and supporting follow-up
  • Collaborates with security personnel to ensure that the IIC entrance is kept organized and orderly.

Marketing communications 

  • Manages digital signage for Center 

Program support 

  • Partners with Center leaders in supporting the needs of members and families by providing exemplary customer service. 
  • Acts as a liaison between IIC customers and their transportation provider when needed to contribute to safe travels to and from the IIC.  
  • Knowledgeable of all IIC program intake requirements, so that any intake inquirers are appropriately responded to.
  • Partners with IIC leadership to support internal and external auditing, including review, preparedness, active audits, and action plans.
     

About Inglis:

Inglis' Mission is to enable people with disabilities — and those who care for them — to achieve their goals and live life to the fullest Inglis House is a specialized, skilled nursing, long-term care community-based in Philadelphia, PA.  Founded in 1877, Inglis is a Person-Centered Care community specializing in services to non-geriatric adults with severe neurodegenerative physical disabilities resulting in paraplegia and quadriplegia.  

Inglis’ Person-Centered Care vision is to strive every day to create a homelike environment where residents and staff work together with autonomy and a deep sense of community. The 252 residents — all wheelchair users — range in age from 20 to 90 (average age 54) and their primary diagnoses a range of neurological and musculoskeletal disorders such as multiple sclerosis (fully 43% of the current Inglis House population), cerebral palsy, and spinal cord injury.  

Along with providing medical and personal care, a key aspect of the mission of serving younger adults is recognizing they typically have a wider range of needs than a geriatric nursing home resident. Younger adults, whether congenitally disabled or disabled later in life, struggle to achieve goals that give a sense of autonomy, mastery and creativity.  Inglis House provides a range of medical, personal and enrichment services that enable residents to live life to the fullest.

Inglis House is recognized as a “Center of Excellence in Long-term Care” by the National Multiple Sclerosis Society for its excellent clinical care and quality of life programs for people with physical disabilities — one of only 10 organizations in the country to receive this important designation.  Inglis is one of eight residential facilities throughout the United States that offers such highly specialized, long-term care for people with physical disabilities. 

Inglis Community Based Services supports more than 800 people living independently in the community through resources including: accessible housing, care management (helping people navigate the health care system), a day program, Adapted Technology training and community employment.

Inglis is the largest provider of affordable accessible housing in the Greater Philadelphia region with more than 300 accessible, affordable apartment homes for people with disabilities, including 80 new units just opened at Inglis Gardens at Belmont Pennypack Crossing, developed with Conifer, opening this summer in the Northeast as our next housing site with more in development.

Inglis welcomes great people without regard to disability, race, religion, age, gender, sexual orientation, national origin, military service, marital status, or any other characteristics, as protected by law.  We encourage all Protected Veterans and the long-term unemployed to apply.  Please send resume to Inglis Human Resources, 2600 Belmont Avenue, Philadelphia, PA 19131 or via email to careers@inglis.org   EOE, M/F/D/V