The Pew Center for Arts & Heritage (the Center) employs a staff of talented, motivated individuals with experience and interest in the nonprofit and/or arts and culture sectors. We are currently seeking candidates for the open, full-time position of Administrative Associate, reporting directly to the Center’s Manager for Administration.
You’ll facilitate the work of the Center’s Manager for Administration by providing critical administrative and logistical support, ensuring effective and efficient day-to-day operations. You will have substantial responsibilities as steward of the Center’s financial operations, ensuring all accounts payable procedures are executed accurately and on time. This position 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 daily content of the position flexes to support the priorities of the Manager for Administration.
GENERAL ADMINISTRATIVE SUPPORT:
The Administrative Associate's work responsibilities may include, but are not limited to—
- Oversee the Manager for Administration’s calendar and schedule appointments on their behalf when necessary. Monitor the Center’s main calendar to assure accuracy and resolve scheduling conflicts; Develop and maintain filing structures for hardcopy and electronic files to make sure Manager for Administration’s memos and files are current and organized. Prepare ad-hoc reports on budgets, vendors, and spending in a timely manner. Receive, sort, follow-up and/or distribute all incoming mail for the Manager for Administration; prepare outgoing mail and packages. Answer telephone calls and email from vendors, salespersons, consultants, and other staff associated with the Center and the University of the Arts. Other relevant duties as required.
- Support the Manager for Administration by developing a comprehensive knowledge of all core staff responsibilities and administrative systems; act as back-up for the Center’s Operations Assistant during unplanned absences and during scheduled lunch breaks. Maintain up-to-date knowledge of the Center’s benefits and HR policies and serve as a liaison between the Center and The University of the Arts’ HR, Payroll, and Accounting departments as necessary.
- Correspond with vendors and agencies for account information and for invoice inquiries to ensure payments are accurate and on time. Keep track of the Center’s annual operations contracts with vendors to manage renewal schedules and arrange payment.
- Assist the Operations Assistant in onboarding new hires and provide training, if relevant, in financial procedures and other processes as necessary.
- Serve as back up to Operations Assistant for providing information and assistance with Center staff regarding AV and IT troubleshooting. Maintain a comprehensive understanding of the Center’s IT structure, AV equipment and resources.
- Assist the Manager for Administration with the Center’s archive and record retention policy which includes coordinating offsite storage and maintaining the structure of digital files; schedule annual retention and purging of files and paperwork across the Center.
- Assist with managing the up-keep of the Center’s on-line grant application system and Salesforce database; train staff on their usage; troubleshoot issues for users; track, manage, and seek approval for each system’s annual revisions and deadlines. Help establish, implement, and fine-tune policies and procedures designed to keep both systems operating optimally.
- You may have significant involvement in other administrative special projects as they arise. Other relevant duties as required.
ACCOUNTS PAYABLE AND FINANCIAL REPORTING:
- Administer the Center’s accounts payable procedures, ensuring compliance with institutional regulations; review invoices and process check requests on a weekly basis which includes ensuring program staff supply all appropriate documentation; enter data accurately into the Center’s accounting system. Prepare and print checks for distribution. Utilize and check Positive Pay online to monitor the Center’s bank transactions. File weekly paperwork associated with check processes. Prepare and process bank deposits; arrange wire transfers. Collect W9 forms for payees.
- Monitor and provide staff support for the Center’s online credit card management systems. Review all credit card transactions and correct corresponding account codes for approval. Issue email reminders and oversee staff adherence to the Center’s policy for credit card use and keep monthly reconciliations on schedule.
- Assist the Manager for Administration and the Center’s part-time accounting staff with bookkeeping, the preparation of month-end closing procedures, and reports; create periodic expense reports and analyses as needed. Prepare monthly financial report drafts for the Center’s senior staff and Executive Director. Draft reports related to fiscal and calendar year ends for submission to The University of the Arts.
- Work with the Center’s Grants Associate to annually receive and process grant installment payments and schedules. Oversee the Center’s grant payment tracking system to ensure accuracy and reconcile monthly with central accounting systems.
- Maintain and update the Center’s master chart of accounts which includes communicating account code changes to staff in a timely manner.
- Actively assist staff and answer questions regarding financial procedures as needed.
ABOUT THE PEW CENTER FOR ARTS & HERITAGE:
The Pew Center for Arts & Heritage 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.
TO APPLY: Interested, qualified applicants should submit letters of application and resumes to firstname.lastname@example.org. Please ensure job title is in the Subject line.
THE UNIVERSITY OF THE ARTS IS AN EQUAL OPPORTUNITY EMPLOYER.