HybridThree consecutive days in-office are required.
Administrative & Executive AssistanceAdministrative Support
About the job
Requirements
A high school diploma or GED is required.
Proficiency in Spanish is required.
Strong proficiency in Microsoft 365, including Outlook, Word, Excel, and PowerPoint, and virtual meeting platforms.
Ability to manage multiple priorities through strong organizational skills.
High attention to detail and accuracy in data entry and recordkeeping.
Strong written and verbal communication skills.
Ability to work independently and collaboratively within a team.
Ability to lift, carry, and move training materials and equipment weighing up to 25–30 pounds occasionally.
Ability to stand, walk, bend, and assist with room setup for up to 2–4 hours at a time.
Ability to remain seated for extended periods during administrative tasks and virtual training support.
Ability to operate computers, audiovisual equipment, printers, and office machinery.
Visual and auditory acuity sufficient to monitor classroom and virtual environments.
Responsibilities
Coordinate and set up training rooms, including audiovisual equipment, projectors, microphones, flip charts, seating arrangements, and accessibility accommodations.
Prepare, organize, and distribute training materials, including manuals, handouts, name tents, sign-in sheets, assessments, evaluations, and certificates.
Manage virtual training platforms such as Zoom and Teams, including registration support, waiting rooms, breakout rooms, attendance tracking, chat moderation, and troubleshooting.
Provide day-of logistical coordination, including room access, technology checks, refreshment setup according to policy, and trainer support.
Assist trainers during classroom activities, including timekeeping, small-group coordination, role plays, and skills practice.
Ensure materials, supplies, and equipment are prepared in advance of each training session.
Organize, schedule, and moderate training graduations; distribute graduation materials to graduates and attendees; and present certificates during graduation ceremonies.
Maintain organized digital and physical filing systems for all training cohorts.
Track and document participant attendance, scores, practice hours, evaluations, and certification requirements.
Enter and maintain accurate data in designated tracking systems and databases.
Generate certificates of completion and maintain certificate issuance logs.
Process duplicate certificate requests in a timely manner.
Collect, safeguard, and archive required documentation in accordance with confidentiality and compliance standards.
Prepare attendance summaries, evaluation rollups, training outcome reports, and other administrative reports as requested.
Monitor participant documentation completion and communicate with trainers regarding outstanding requirements.
Maintain organized records in alignment with regulatory and funding requirements.
Coordinate shipping of training materials to conferences, partner organizations, and off-site training locations.
Perform photocopying, scanning, document collection, and digital file organization.
Order office supplies and training materials from approved vendors and maintain supply inventory.
Order food for conferences and training events in accordance with budget guidelines.
Coordinate travel and lodging arrangements for Institute staff and trainers as needed.
Assist affiliate partners with processing training paperwork, tracking documentation, and delivering certificates before training completion.
Support stakeholder outreach through postal and electronic communications.
Provide front desk coverage backup as required.
Participate in program planning meetings and training debrief sessions.
Desired Qualifications
An associate degree or higher is preferred.
At least one year of administrative experience is preferred.
Experience supporting trainings, workshops, conferences, or educational programs is strongly preferred.
Description
The Full-Time Training Assistant supports the successful planning, coordination, and delivery of Certified Peer Specialist (CPS) and other Institute trainings by providing comprehensive administrative, logistical, operational, and compliance support. This position plays a critical role in ensuring training events are organized, well-documented, compliant with governing standards, and aligned with organizational policies and funder requirements.
The Training Assistant works closely with trainers, program leadership, affiliate partners, and administrative staff to coordinate training logistics, manage documentation and certification records, oversee data tracking systems, prepare materials, and support both in-person and virtual training environments. This role contributes to maintaining instructional quality, operational efficiency, and continuous program improvement.
This is an on-site position. The position is located at 833 Chestnut St, Suite 1100, Philadelphia, PA 19107. The hybrid schedule requires three consecutive days in-office. The schedule will be Monday - Friday, 8:00AM - 4:00PM (Can also be 8:30AM - 4:30PM or 9:00AM - 5:00PM). The salary range for this position will be $35,000 annually.
As an MHP employee, you will have access to the following benefits:
Generous Paid Time Off (Up to 39.5 paid days off per year!)
Medical, Dental & Vision Insurance
No Cost Life and Disability Insurance
Flexible Spending Accounts
No Cost Employee Assistance Program
Retirement Plan with Annual Discretionary Employer Contribution
Employee Referral Bonuses
Tuition Reimbursement
Federal Student Loan Forgiveness Program
Continuous Growth & MHP Sponsored Training Opportunities
MHP is the proud recipient of Mental Health America's 2026 Platinum Bell Seal Award—an national recognition for our commitment to nurturing mentally healthy workplaces. Join us in revolutionizing workplace well-being and raising the bar for mental health excellence!
Training Logistics & Classroom Support
Coordinate and set up training rooms, including A/V equipment, projectors, microphones, flip charts, seating arrangements, and accessibility accommodations.
Prepare, organize, and distribute all training materials including manuals, handouts, name tents, sign-in sheets, assessments, evaluations, and certificates.
Manage virtual training platforms (Zoom/Teams), including registration support, waiting rooms, breakout rooms, attendance tracking, chat moderation, and troubleshooting.
Provide day-of logistical coordination including room access, technology checks, refreshment setup (per policy), and trainer support.
Assist trainers during classroom activities including timekeeping, small group coordination, role plays, and skills practice.
Ensure all materials, supplies, and equipment are prepared in advance of each training session.
Organize, schedule, and moderate training graduations. Distribute graduation materials to graduates/ attendees and present certificates during graduation ceremony.
Administrative & Records Management
Maintain organized digital and physical filing systems for all training cohorts.
Track and document participant attendance, scores, practice hours, evaluations, and certification requirements.
Enter and maintain accurate data in designated tracking systems and databases.
Generate certificates of completion and maintain certificate issuance logs.
Process duplicate certificate requests in a timely manner.
Collect, safeguard, and archive required documentation in accordance with confidentiality and compliance standards.
Prepare attendance summaries, evaluation rollups, training outcome reports, and other administrative reports as requested.
Monitor participant documentation completion and communicate with trainers regarding outstanding requirements.
Maintain organized records in alignment with regulatory and funding requirements.
Operational & Program Coordination
Coordinate shipping of training materials to conferences, partner organizations, and off-site training locations.
Perform photocopying, scanning, document collection, and digital file organization.
Order office supplies and training materials from approved vendors and maintain supply inventory.
Order food for conferences and training events in accordance with budget guidelines.
Coordinate travel and lodging arrangements for Institute staff and trainers as needed.
Assist affiliate partners with processing training paperwork, tracking documentation, and delivering certificates prior to training completion.
Support stakeholder outreach through postal and electronic communications.
Provide front desk coverage backup as required.
Participate in program planning meetings and training debrief sessions.
Requirements
High school diploma or GED required; associate degree or higher preferred.
Minimum of one (1) years of administrative experience preferred.
Proficient in Spanish required
Experience supporting trainings, workshops, conferences, or educational programs strongly preferred.
Strong proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms.
Demonstrated organizational skills with the ability to manage multiple priorities.
High attention to detail and accuracy in data entry and recordkeeping.
Strong written and verbal communication skills.
Ability to work independently and collaboratively within a team.
Physical Demands
While performing the duties of this job, the employee is required to:
Lift, carry, and move training materials and equipment up to 25–30 lbs occasionally.
Stand, walk, bend, and assist with room setup for up to 2–4 hours at a time.
Remain seated for extended periods during administrative tasks and virtual training support.
Operate computers, A/V equipment, printers, and office machinery.
Maintain visual and auditory acuity sufficient to monitor classroom and virtual environments.
Reasonable accommodations will be made to enable individuals with disabilities to perform essential job duties.