Career Opportunity: Administrative Associate

02 Jul 2018

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.

POSITION DESCRIPTION:

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.

REQUIREMENTS:

To be selected, you’ll need an Associate’s or Bachelor’s Degree or its equivalent with at least two years of full-time administrative work experience in a comparable position or four years of advanced administrative assistant level experience including knowledge of general office practices and procedures. Not-for-profit sector experience with an understanding of sound bookkeeping procedures and regulations experiences are preferred. 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. Familiarity with non-profit and university administrative functions is preferred. High proficiency in the use of software and technology, especially Microsoft Excel, is expected. Experience with Microsoft Dynamics GP, Management Reporter, and Salesforce, or the ability to quickly learn such software and platforms is preferred.
 
You must be able 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. 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.
 

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 jobs@uarts.edu. Please ensure job title is in the Subject line.

THE UNIVERSITY OF THE ARTS IS AN EQUAL OPPORTUNITY EMPLOYER.