Career Opportunity: Administrative Assistant for Systems & Finance

26 May 2021

Full-Time, Non-Exempt

The Pew Center for Arts & Heritage (the Center) is a multidisciplinary grantmaker and hub for knowledge-sharing, dedicated to fostering a vibrant cultural community in Greater Philadelphia. The Center invests in ambitious, imaginative projects that showcase the region’s cultural vitality and enhance public life, and we engage in an ongoing exchange of ideas concerning artistic and interpretive practice with a broad network of cultural practitioners and leaders. The Center is funded by The Pew Charitable Trusts and administered by The University of the Arts, Philadelphia. 

The Center is committed to an equitable, diverse, and inclusive workplace. We employ a staff of talented, motivated individuals with experience and interest in the nonprofit and/or arts and culture sectors. 

Position Description

This position reports to the Center’s Chief Administrative Officer (CAO) and is a critical interface between the Center‘s core administration and program staff, and also acts as the intermediary responsible for maintaining relationships with key vendors and operations consultants. The Administrative Assistant for Systems & Finance facilitates the work of the Center’s Chief Administrative Officer (CAO) by providing critical clerical assistance and technical/logistical support for—

  • the CAO’s areas of responsibility related to office management, information technology (IT), contract management, human resources (HR), and finance.  
  • accounts payable and financial tasks related to issuing vendor, consultant, and grantee payments.
  • administering the Center’s online grant application and review software.
  • administering the Center’s Salesforce-based contact management and grants databases.

Responsibilities

General Administrative Support
Assist CAO in corresponding with The University of Arts HR, payroll, and accounting departments. Correspond with external vendors, salespersons, and consultants for account support, inquires, and invoicing. Answer inquiries from Center staff related to core administration. Track the Center’s vendor contracts to help manage renewals and arrange payments. Assist with maintaining hardcopy and electronic files for the CAO and finance records. Support the onboarding and training of new hires. Stay up to date with core staff responsibilities and administrative systems to act as back-up for the Center’s Operations Assistant during absences and lunch breaks.

Accounts Payable 
Collect and review staff-submitted check requests and accompanying documentation for the payment of the Center’s vendors, consultants, and grantees. Process checks and electronic payments. Coordinate with the Center’s part-time accounts on weekly and monthly financial tasks. Maintain accurate and up-to-date vendor records and tax forms. 

Assist with the monthly reconciliation of the Center’s corporate credit cards; review all credit card transactions and receipts for CAO’s approval. Issue email reminders and oversee staff adherence to the Center’s policy for credit card use to keep monthly reconciliations on schedule. 

Office Technology
Maintain a comprehensive understanding of the Center’s basic IT structures, AV equipment, resources, and inventories in concert with the Operations Assistant. Coordinate with the Center’s IT consultants to help track IT related projects and annual maintenance. 

Software and Databases 
Assist CAO with managing the up-keep and development of the Center’s online grant application and review system and Salesforce database. Train new staff on the basics of these systems; troubleshoot common issues for users; assist in gathering information from program staff to prepare these systems for the Center’s annual cycle of grantmaking. Liaise with the external software development firms around needed updates and bug fixes. Keep detailed documentation on the use of these platforms current and accessible to staff. 

You may have significant involvement in other relevant administrative special projects and duties as required. 

Requirements

To be selected, you’ll need an Assistant’s or Bachelor’s Degree or its equivalent with at least three years of full-time administrative work experience in a comparable position. High proficiency and comfort with the use of application-based software systems or the ability to quickly learn such platforms is a must. Intermediate experience with Microsoft Word and Excel is required. Knowledge of Salesforce or comparable CRM systems is preferred. It is encouraged that candidates have a genuine interest and curiosity in how software, technology, and workflow can support organizational efficiency. 

You’ll need to be a systematic thinker with superior organizational skills and proven success in creating and maintaining efficient administrative processes. The job requires effective interpersonal skills to successfully interact with fellow staff, external consultants, and vendors. You must be skilled in analyzing information and situations to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications. 

You will be expected to work independently and as a team member. You’ll need to prioritize multiple projects in a busy environment accurately, efficiently, and with a high level of attention to detail, balancing and satisfying competing deadlines and personalities, maintaining professionalism under pressure and in sensitive and difficult situations. Respect for the needs and issues of non-profit organizations and independent artists is required, while clearly understanding the appropriate boundaries between Center staff and its constituents. You’ll need the ability to exercise a high level of discretion and confidentiality in interactions with both internal and external people concerning all work-related information, and with understanding of the Center’s unique relationship to The Pew Charitable Trusts. You must be able to tolerate paperwork and respect administrative procedures while remaining flexible and resilient. You must have the ability to know when to ask questions and when to take initiative. And you must be able to learn quickly and have the willingness to assume tasks as needed. 

Applicants who are practicing artists should note that in order to prevent conflict of interest or the appearance thereof, the Center has a Code of Ethics that limits artistic and cultural practice within our grantmaking region, and when collaborating outside the region with Center grantees.

To Apply

Interested, qualified applicants should please email the following materials to jobs@uarts.edu:

  • A cover letter stating your interest in the position
  • A resume or CV
  • Please ensure the job title is in the subject line of the email

THE UNIVERSITY OF THE ARTS IS AN EQUAL OPPORTUNITY EMPLOYER.