Administrative Assistant & Database Coordinator

Overview

The Pennsylvania Petroleum Association is seeking an Administrative Assistant & Database Coordinator to join our team in a flexible part-time role to support administrative tasks and ensure accurate, organized management of association databases. This part-time position requires attention to detail, communication skills, and proficiency in data systems to support membership records, reporting, and internal processes.

About the Pennsylvania Petroleum Association

The Pennsylvania Petroleum Association (PPA) is a not-for-profit trade association representing independent petroleum marketers at both the wholesale and retail levels, as well as firms supplying petroleum products and related services across Pennsylvania. PPA’s mission is to serve, educate, and connect its members with resources that support growth, prosperity, and industry success — including advocacy, education, training, and industry events. The Pennsylvania Petroleum Association also operates a robust trade school referred to as PPATEC. It is the technical education and workforce development arm of the association focused on training individuals and teams for careers in the HVAC (heating, ventilation, and air conditioning) and energy industries.

Job Responsibilities

Administrative Support

- Provide general administrative support including scheduling, correspondence, filing, and document preparation

- Assist with the coordination of PPA trade school (PPATEC) to prepare class material

- Answer and route phone calls, emails, and inquiries professionally and timely manner

- Assist with office organization, supply management, and recordkeeping

- Support leadership and team members with special projects and ad-hoc tasks

Database & Data Management

- Maintain and update membership and organizational databases with accurate information

- Perform data entry, database growth, quality checks, cleanup, and routine audits

- Generate reports, mailing lists, and data exports for internal use and association programs

- Coordinate data processes across departments and ensure consistency of records

- Troubleshoot minor database issues and work with IT support or vendors

- Ensure compliance with data privacy, security, and internal policies

Coordination & Process Improvement

- Assist in refining administrative and data workflows for greater efficiency

- Document procedures and provide training to staff on database systems

- Help organize membership communications, event coordination, and reporting tasks

Qualifications

Required Qualifications

- High school diploma or equivalent

- Minimum 2 years of experience in administrative support, data entry, or database coordination

- Proficient in Microsoft Office (Word, Excel, Outlook) and database software

- Strong organizational skills and keen attention to detail

- Excellent written and verbal communication skills

Preferred Qualifications

- Experience with CRM systems or membership databases

- Knowledge of data quality best practices

- Ability to handle sensitive information with discretion and professionalism

- Experience working in nonprofit or trade association environments

Pay: $20.00 - $25.00 per hour

Expected hours: 10.0 – 15.0 per week

Work Location: In person