Pi Beta Phi Fraternity for Women
Job Title: Administrative Support Specialist
Salary Type: Non-Exempt
Reports to: Talent Management Director
Effective: August 2024
PRINCIPAL OBJECTIVE:
This full-time position is responsible for fielding incoming phone calls and emails to Headquarters, the shipping/receiving functions of the building, managing member supplies and supporting Pi Beta Phi operations.
CORE RESPONSIBILITIES:
• Manages all frontline calls to Pi Beta Phi Headquarters by responding directly or forwarding to the appropriate department if elevation is required. Assists members with login requests,
website troubleshooting and basic Fraternity questions.
• Manages various Fraternity email inboxes including Headquarters, Webmaster, Messages, InfoSys, Recruitment and Supplies. Responds to or forwards messages in a timely manner.
• Responsible for the scheduling of all meetings as requested by the Operations, HR and Executive departments, including meetings with staff, interviews and onboarding.
• Responsible for all mailroom functions. Processes all Fraternity mail ensuring compliance with all postal regulations and supports all aspects of organizational mailings.
• Orders and maintains inventory levels of all mailing supplies and orders special supplies for Fraternity mailings.
• Maintains stock and places orders from current vendors and sources new vendors as needed. Records, bills, and fulfills chapter/club supply orders, communicating with members as needed. Updates products in ecommerce database when needed.
• Supports the Champions are Readers program through processing of chapter/club orders and communicating with them as needed, maintains inventory levels of components, and collaborates with other departments as needed.
• Responsible for managing all printers, copiers, and fax machines. Ensures the equipment is operational and properly maintained and maintains stock of shipping supplies.
• Updates alumnae records and supports the management of alumnae data, including alumnae membership status changes such as deceased and obituary management.
• Enters chapter and club billings, assists with Fraternity administrative projects, and
supports the Operations team functions.
• Supports day-to-day administrative duties and provides key operational support to all departments of the organization as needed.
• Supports the HR Generalist with the organizational payroll system and serving as a backup. This may include processing biweekly payroll, summarizing results and providing reporting to Finance as needed.
• Supports the HR Generalist as a backup liaison between the payroll/benefits vendor (ADP) and HQ staff.
• Manages event shipping process by assisting staff with packing and shipping of supplies, tracks packages and places claims for lost packages.
• Maintains a good working relationship with shipping, supply, and maintenance vendors.
• Other duties as assigned.
HEADQUARTERS STAFF COMMITMENTS:
All members of the Headquarters staff are expected to:
• Offer premier customer service.
• Commit to a positive volunteer experience and serving the volunteer.
• Care for each other.
• Building affinity and Pi Phi Pride with every action and interaction.
QUALIFICATIONS OF A SUCCESSFUL CANDIDATE:
Two years of administrative support experience or any equivalent combination of experience and training that provides the required knowledge, skills and abilities. This includes proficiency with
Microsoft Office Suite (Word, Excel, Outlook), database and shipping software. Mail Machine experience a plus.
Possesses strong oral and written communication skills; values and practices social/business etiquette.
Ability to lift 50 pounds, climb ladders, and to stand for extending periods of time.
Shares the Fraternity’s commitment to Diversity, Equity and Inclusion.
Fraternity/sorority experience or knowledge preferred but not essential.
ADDITIONAL INFORMATION:
Minimal travel required.
Pi Beta Phi’s Mission, Vision, Core Values and statements philanthropic service and Commitment to Diversity, Equity and Inclusion can be found at pibetaphi.org/about.
APPLICATION INFORMATION:
To apply please send resume to Megan Paule at mpaule@pibetaphi.org
