Career Opportunity: Program Assistant

19 Feb 2019

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 Program Assistant, reporting directly to the Center’s Director of Exhibitions & Public Interpretation program.

POSITION DESCRIPTION

This is an administrative assistant position. You’ll facilitate the work of The Pew Center for Arts & Heritage’s Exhibitions & Public Interpretation program by providing day-to-day administrative support, ensuring effective and efficient operations. This role is a critical interface between the program, Center staff, and external parties. The job requires the use of technology skills to keep program-related web systems and other technology-related needs satisfied. This role is integral to the Center, and its contributions are vital to our success.

You’ll provide primary support to the Program Director, and other staff, in all phases of program operations, contributing to all phases of program implementation, including:

GENERAL ADMINISTRATIVE SUPPORT

  • Manage the Program Director’s schedule to assure their calendar is up-to-date and considerately arranged. Coordinate with the Center’s Executive Assistant and other administrative staff to monitor and maintain the Centerwide operations calendar, working to keep it up-to-date with important details on all conference room reservations, visitors, and requirements.  Promptly keep the Center’s Executive Assistant apprised of any changes to meetings, or new events that may impact the Executive Director’s schedule.
  • Schedule a high volume of meetings between Center constituents, consultants, and program staff. Greet and provide hospitality to Center guests, set-up and breakdown of conference rooms for all program staff meetings.
  • Regularly process applications, letters of agreement, payments, etc. from Center-constituents and consultants Receive, sort, open, and distribute all incoming mail for program; ensure that outgoing mail and express packages are handled appropriately.
  • Help maintain the Center-wide Salesforce database that links critical information about applicants, grantees and other constituents to the Center’s operations, capacity-building programs, media coverage, etc. Work cooperatively with the Center’s Administrative Associate and Grants Associate to keep the portions of the database that pertain to the program both accurate and current, performing data entry as requested.
  • Support the Center’s Administrative and Financial staff in managing the Program’s schedule of grantee payments and contract obligations. Submit check requests and ensure checks go out properly and on time. Assist in reviewing incoming grant applications for errors and omissions and correspond with applicants regarding errors. Field questions from applicants and prospective applicants about the application guidelines and processes.
  • Maintain the program’s archives and libraries, managing the accessioning and deaccessioning of materials under the direction of program staff. Monitor and track press coverage of the program and supply such information as requested to the Center’s Communications staff.
  • Assist in communicating to staff across the Center any new information on Center-funded events as it becomes available. This includes updating appropriate shared calendars in a timely manner.
  • Working closely with the Center’s Meeting and Event Planner, manage the planning of events and capacity-building activities, ensuring efficient and realistic schedules for professional development talks, symposia, seminars, consultancies, and trips; and grant adjudication meetings. Keep Director and Centerwide support staff informed of planning to ensure deadlines are met and necessary scheduling adjustments made.

EXTERNAL COMMUNICATION

  • Ensure that the Program’s contact lists are kept up-to-date, and that the appropriate persons and organizations are receiving materials. As requested by the Program Director, write, transcribe and manage email and written correspondence to constituents and consultants, including memos, agendas, invitations, requests, and reminders. As requested by Program Director, generate turndown and acceptance letters in accordance with Center standards. Field general programmatic inquiries that come from website visitors.
  • Coordinate with Communications staff on monthly tracking of grantee news and media coverage, providing information for Center website and other communications materials. After Program events, create and disseminate accurate attendee contact information and evaluation surveys.

LOGISTICS

  • Serve as the program’s administrative support for the annual adjudication panel. Liaise with Center’s core administrative team on using the online grant application system and application review tools associated with running these annual panels. During the panel, operate A/V equipment, including but not limited to portable computers containing digital audio and video files and interface devices. Assist Meetings and Events Planner to provide hospitality and in arranging travel for panelists. May sometimes include oversight of third-party vendors.
  • Liaise with the Meeting and Event Planner and Operations Assistant to ensure optimal logistical arrangements (securing meeting rooms, catering, restaurant reservations, A/V equipment) for all program meetings, capacity-building trips and events, consultancies, and the annual grant adjudication panel. As needed, assist Meeting and Event Planner in booking travel for these events.

SPECIAL ASSIGNMENTS AND PROJECTS

  • Upon request of the Program Director, perform special communications, administrative or logistical functions using one’s specific skills, knowledge, expertise and talent. Such work may include, but is not limited to, various types of qualitative research; quantitative analysis.
  • Carry out other such duties as may be assigned or requested. Contribute to Center activities as required. Actively participate as a member of the Center’s community.

REQUIREMENTS

Education/experience: The ideal candidate would hold a bachelor’s degree or its equivalent and have at least three years of administrative (administrative assistant, executive assistant or paralegal) work experience. Not-for-profit experiences are preferred, along with an interest in and understanding of the nature of arts and culture.

Baseline Knowledge & Skills: Must have knowledge of general office practices and procedures and be a systematic thinker with proven success in creating and maintaining efficient administrative processes. The job requires strong organizational skills and an aptitude and a liking for administrative work. High proficiency in the use of software and technology is expected, including fluency in the Microsoft Office Suite (Excel, Outlook, PowerPoint, and Word). Good word processing skills are important as is fluency in content management systems. Excellent written and oral communication skills are vital, including meticulous message-taking; solid composition, proofreading, and editing skills; grammatical correctness; style appropriateness; formatting consistency; and attention to overall completeness of documents and web systems content.

Effective interpersonal skills are needed to successfully interact with a variety of people, including colleagues in the University, at The Pew Charitable Trusts, the arts community (consultants, grant recipients, applicants), and the general public with diverse cultures and backgrounds. Skill in complex scheduling, travel and event planning is required. Some familiarity with non-profit and university administrative functions is preferred.

Abilities: 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.

PLEASE NOTE: 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.

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THE UNIVERSITY OF THE ARTS IS AN EQUAL OPPORTUNITY EMPLOYER