Benefits Data Trust

  • Administrative Coordinator

    Posted Date 2 weeks ago(10/5/2018 1:54 PM)
  • Overview

    Benefits Data Trust (BDT) is seeking a bright, friendly, and self-motivated Administrative Coordinator (AC) to join our team. This is a great opportunity to be a part of a high-functioning and growing organization. As part of the Office of Finance, this individual would serve as the office manager and be part of the Operational Services team, reporting directly to the Director of Operational Services.   


    The ideal candidate will be an experienced professional looking for a great opportunity to grow and advance their career. The AC will be a quick learner with experience using sound judgment while working in a fast-paced, goal-oriented environment, and have strong prioritization abilities to complete a high volume of complex tasks under minimal supervision. The AC will also be detail oriented with the demonstrated ability to communicate and respond effectively and efficiently while maintaining flexibility and most importantly grace under pressure. A sense of humor is a plus.


    Finally, the ideal candidate will be someone who aspires to be more than "just an admin" and is ready to build a deep and trusting, long-term professional relationship within our organization.





    • Office Management - space planning, facilities maintenance, visitor registrations, maintaining supplies, mail distribution, etc.
    • Calendar, meeting, and travel management 
    • Liaison between BDT and our Sub-tenant - provide office maintenance, visitor request, and access card services as needed
    • Office security - serve as point of contact, issue access cards, and ensure BDT it is properly secured
    • Serve as a safety warden - communicate safety info and inform/guide staff in the event of an emergency
    • Communications - editing, writing, emailing, announcements, etc.
    • Support Director of Operational Services with the working relationship with our landlord and their vendors



    • Support Director of Operational Services in developing, implementing, and maintaining a solid contract procurement management process
      • Strategically vet/select vendors, negotiate, establish payment terms, prepare cost analyses, and forecast expenses
      • Ensure all required agreements are fully executed and filed, record essential details in contract management system, and stay up to date on terms, renewals, and cancellations
    • Purchasing, budget, and expense management - proactively research and negotiate to ensure cost savings for all goods & services
    • Vendor relationships and resource management



    • Support the Director of Operational Services in managing the outreach letter design process and be the liaison between BDT and United Mail, the organization’s exclusive vendor for mailing and production services for client outreach letters
    • Oversee the letter design and implementation process (creation, approval, ready for publication, and added to library)
    • Coordinate with Data Science, Programs, and Contact Center teams to ensure letters to be produced are posted in a timely manner
    • Quality check and approve letters for production
    • Ensure that the back- and front-end processes for mail management are well designed and suggest corrective action when processes are out of alignment



    • Plan and execute internal and external events (celebrations, special events, office-wide meetings, special activities, etc.)
    • Welcome new staff - support the integration of new employees (equipment, information, company procedures and policies)
    • Foster our organization’s culture and facilitate a positive and productive work environment 
    • Serve as back up for reception and other functions of the Operational Services Team
    • Perform other duties, as assigned


    • Accredited Bachelor’s Degree preferred, or equivalent work experience in a similar business environment.
    • 3+ years’ experience in office administration or related field.
    • Excellent time management skills, ability to prioritize, focus, and multitask in a fast-paced environment.
    • Exceptional verbal, written, and listening communication skills, with the ability to make staff announcements and draft/edit a wide variety of both internal & external communications.
    • Ability to be proactive, and solve problems expeditiously, while always maintaining a calm and professional demeanor.
    • A magnetic personality, get-it-done attitude, and a high level of ownership.
    • Resilient and easily adaptable to change.
    • Excellent customer service skills.
    • Experience managing and coaching staff in a fair and consistent manner.
    • High level of proficiency in MS Excel is a must.
    • Proficient in O365 and other MS Office applications including Word, Publisher, PowerPoint, and Outlook.
    • Experience and/or ability to easily adopt other software applications such as Wrike, Slack, Certify (travel & expense reimbursement), and Zoom (conferencing).
    • Ability to coordinate and perform event setup and participation which may occur after normal business hours.
    • Some local travel within Center City to conduct office related errands, source vendors and set-up events.

    About BDT


    Benefits Data Trust (BDT) is a national not-for-profit organization committed to transforming how individuals in need access essential benefits and services. BDT envisions an efficient, cost-effective health and human services system that proactively connects individuals and families to the supports they need so that people are healthier and more economically secure, and communities are stronger. Through direct service delivery and systems change, BDT works to improve health, social, and economic outcomes and streamline the benefits enrollment process. BDT employs 160 employees in Philadelphia, and provides enrollment assistance in Colorado, Maryland, New York, North Carolina, Pennsylvania, and South Carolina. Since its inception in 2005, BDT has submitted over 750,000 benefits applications for low-income households across the country, securing over $7 billion in benefits for food, healthcare, housing and other services that help move individuals and families toward financial stability. BDT now submits more benefit applications each year than any other entity in the nation. Research and evaluations have found BDT’s targeted outreach and enrollment assistance to be highly cost-effective. BDT also works with government agencies to assist them in adopting policies and practices proven to streamline benefits enrollment, and BDT partners with leading researchers to document the impact of benefits access and cost-effective outreach and enrollment strategies. 


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