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Job Description Manager of Administration and Development About AccessMatters AccessMatters, a non-profit, public health organization located in Center City Philadelphia, envisions a future where every person has the health care and information they seek. In service to that vision, AccessMatters’ mission is to protect, expand, and enhance access to sexual and reproductive health care and information for all people. Our team strives to advance our mission in accordance with these guiding principles: (1) sexual health is an essential component of health and wellbeing across the life span; (2) access to quality, affordable health care – including sexual and reproductive health care – is a fundamental human right; (3) every person, family, and community deserves to be treated with dignity and respect; (4) programs and services should be evidence-based, prevention-focused, and person-centered; (5) organizational excellence is best achieved through a culture of various perspectives, innovation, and accountability; (6) clients, volunteers, staff, partners, and supporters should be treated with kindness, dignity, and respect in a comprehensive environment; and (7) everyone deserves a caring workplace environment that fosters trust, teamwork, creativity, and work-life balance where work is enjoyable and where staff are supported in their professional development and their pursuit of excellence. Job Summary The Manager of Administration and Development provides accountable, high quality administrative support and leadership to internal and external stakeholders, including the President/CEO, the Board of Directors, donors and funders, provider network partners, and agency staff. The Manager of Administration and Development serves as right hand support to the President/CEO and Board of Directors, with an emphasis on proactivity and confidentiality. This position manages the President/CEO’s workflow including calendar, travel itineraries, appointment scheduling, expense reports, and general correspondence. The Manager of Administration and Development also provides administrative support to the Board of Directors and Board Committees. This role collaborates with President/CEO and Board of Directors on resource development strategy and implementation. The Manager of Administration and Development also takes responsibility for special initiatives and other responsibilities as assigned, such as development activities, strategic plan support, and other projects. This role supports development activities such as: supporting appeal requests,, assisting with campaigns, donor prospecting and relationship maintenance, managing donor software platform and relevant donation-related data reports. This role works closely with the AccessMatters Communications and Advocacy team to ensure alignment with organizational messaging to stakeholders, and with the Fiscal team to ensure donations are recorded accurately and acknowledged. This position is full time and exempt. Essential Functions: Reporting to the President/CEO, the Manager of Administration and Development will: Provide Executive Level Administrative Support to the President/CEO • Serve as a positive, administrative “ambassador” for the President/CEO in all assigned duties., • Maximize the President/CEO’s leadership capacity by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; preparing reports., • Apply keen attention to detail and proofreading to ensure all written materials are polished and accurate., • Organize President/CEO’s appointment schedule for maximum efficiency and impact by planning and scheduling meetings, conferences, teleconferences, and travel., • Support and/or prepare meeting schedules, agendas, and notes as applicable for Senior Leadership Team and Senior Management Team., • Prepare and submit timely and accurate fiscal reports on behalf of the President/CEO, such as monthly travel expense reports, accounting vouchers, and monthly American Express reports, and periodic lobbying reports., • Manage the flow of corporate contracts, checks, and other corporate obligations requiring documented approval/signature by the President/CEO., • Complete biweekly timesheet data entry for payroll and accurate fund allocations for the President/CEO., • Maintain a CEO “follow-up tracker” for Board, donor, and partner interactions to ensure timely responses and completion of commitments. Support the President/CEO and Board in Corporate Governance Functions • Serve as the key administrative interface between Board and staff, assisting the President/CEO in ensuring that staff and Board share up-to-date information about essential organization activities., • Coordinate processes and provide administrative support for assigned Board Committees, including Executive, FAI (Finance, Audit and Investment), Development, and Governance & Nominating., • Assist the Board and President/CEO with ensuring that meetings of the Board and Board Committees are run according to current non-profit best practices., • Set Board and Committee meeting schedule for the year and implement all logistics, including meeting notices and reminders, room reservations, meeting set up, technology, and refreshments., • For Board meetings, prepare draft agendas and meeting packets for Board President and President/CEO, proactively alerting them to outstanding action items and issues needing their attention., • For assigned Committees, work with designated Board and Staff Liaisons to prepare draft agendas, meeting packets, and minutes., • Schedule, develop, and document annual orientation program for new Directors; recommend placement of new Directors for Committee service., • Conduct an annual review of Committee charters and Committee liaison program to recommend changes for improving Committee effectiveness and stakeholder engagement., • Proactively maintain Board Member information database, including contacts, demographics, Skills and Attributes matrix, Board terms, and committee assignments, and proactively alert the President/CEO and Governance & Nominating Committee of areas of need and upcoming term endings requiring succession planning., • Manage all aspects of Annual Disclosure of Director Political Contributions and Conflict of Interest Statement., • Track and follow up on all Board and Committee action items to ensure commitments are completed on time. Development Management • Work with the CEO to identify potential grant opportunities to present to SLT for consideration, conduct preliminary research on local and national funders’ eligibility criteria, application processes and timelines, • Maintain an active grants calendar, with reporting requirements included., • In partnership with Board Development Committee and AccessMatters Communication and Advocacy team, support regular appeal campaigns for mail and digital avenues, track gifts received, and prepare timely acknowledgement letters to donors., • Collaborate with AccessMatters' President & CEO and Board of Directors on resource development strategy and implementation., • Manage and make timely updates to the AccessMatters supporter database and maintain individual donor and foundation files., • Handle the scheduling of meetings with prospects, maintaining an active pipeline of prospects to schedule meetings with key Board members or staff., • Ensure the CEO and Board members receive complete, up to date donor profiles prior to meetings., • Act as staff liaison to the Board Development Committee. Maintain Bylaws and Other Essential Corporate Documents for AccessMatters • Work with the CEO and Board President to review bylaws annually to ensure that required corporate formalities have been met (e.g., Board and Committee composition, meetings, documentation, filings)., • Coordinate the annual legal assessment of bylaws to identify and recommend updates as needed., • In collaboration with Human Resources, maintain all essential corporate documents and historical information in a secure location (electronic and/or hard copy as required), while also leading office processes for secure storage, retention, and destruction of records both onsite and offsite, by managing the Iron Mountain contract relationship with Iron Mountain. Manage Essential Administrative Services and Office Operations • Assist with documentation requests for fiscal and organizational audits as needed., • Schedule Senior Leadership Team (SLT) and Senior Management Team (SMT) meetings as needed., • In partnership with Human Resources manage vendor relations in core areas including property and equipment, supplies, business communications (VoIP telephone system, fax, postal), visitor hospitality, and facility security, maintenance, and security., • Provide technical and logistical support for all general meetings and events as assigned., • Regularly review office processes and vendor relationships to identify opportunities for efficiency and costs-effectiveness Advance the Mission of AccessMatters and Fulfill Organizational Duties and Special Initiatives as Assigned • Demonstrate passionate commitment to AccessMatters’ strategic plan, mission, and vision., • Serve as agency “ambassador” and key administrative contact for external stakeholders, including consultants, funders, donors, peer agencies, vendors, and prospects for Board and staff positions., • Provide support and assistance to President/CEO and organization in developing and executing fundraising activities, development data tracking, and prospect research., • Model AccessMatters’ Core Values and contribute to a learning culture that is supportive of varied community perspectives and ideas, in which all staff foster an environment where everyone feels valued and appreciated, where all staff hold themselves accountable to each other and to our community and stakeholders., • Consistently exercise discretion to analyze, interpret and act, evaluating possible courses of conduct and make decisions for the best outcomes for the client, team and the organization., • Maintain high ethical standards and conduct regarding confidentiality, and integrity while representing AccessMatters effectively to all stakeholders., • Complete other projects and performs other duties as assigned. KNOWLEDGE, SKILLS, ABILITIES • Demonstrated success providing high-level administrative support to a C-level executive, with the ability to anticipate needs, manage competing priorities, and ensure timely follow-up on all action items., • Strong development administration skills, including experience with donor databases (e.g., Raiser’s Edge, DonorPerfect, Salesforce), gift acknowledgment processes, and grants/fundraising tracking., • Experience preparing accurate and polished written materials for Board, donors, and executive audiences., • Experience supporting nonprofit governance processes and working directly with Board members strongly preferred., • Proficiency in board and governance support, including meeting logistics, agenda/minute preparation, action tracking, and records management., • Proven ability to handle highly sensitive and confidential information with the utmost discretion., • Exceptional organizational skills with the ability to manage multiple complex projects simultaneously and meet tight deadlines., • Strong interpersonal skills to build effective working relationships with Board members, donors, vendors, and staff at all levels., • Excellent written and verbal communication skills, with the ability to proofread and edit for clarity, accuracy, and tone., • Solid financial acumen for tracking budgets, processing expense reports, and monitoring vendor contracts., • High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfort with office/conference technology (VoIP phone systems, projectors, video conferencing)., • Experience using web-based collaboration tools, information management systems, and online meeting platforms (Zoom, Teams, SharePoint, etc.)., • Flexible and adaptable in response to shifting priorities or urgent requests., • Commitment to fostering a respectful, comprehensive, and mission-driven organizational culture., • Minimum five (5) years as an Administrative Manager and/or Executive Assistant to C-level executive., • Bachelor’s Degree. Coursework or other training in relevant aspects of the role including but not limited to technology, business, marketing, communications, and project management is preferred. Relevant industry specific experience may be considered in lieu of degree., • Eligible for all city and state mandatory clearances, e.g., criminal and child abuse. ANNUAL SALARY: $77,000.00 HOW TO APPLY: Submit both a cover letter and a resume to the Manager of Administration and Development position posted at our online career site, by going to this link: . Address cover letter to Raeann Billey, Vice President of Human Resources. Please include salary requirement and potential start date. NOTE: This is a hybrid position, candidates are expected to reside within commuting distance of our headquarters in Center City, Philadelphia. No calls, please. ACCESSMATTERS IS AN EQUAL OPPORTUNITY EMPLOYER.

Job Description About AccessMatters AccessMatters, a non-profit, public health organization located in Center City Philadelphia, envisions a future where every person has the health care and information they need to thrive. In service to that vision, AccessMatters’ mission is to protect, expand, and enhance access to sexual and reproductive health care and information for all people. Our team strives to advance our mission in accordance with these guiding principles: (1) sexual health is an essential component of health and wellbeing across the life span; (2) access to quality, affordable health care – including sexual and reproductive health care – is a fundamental human right; (3) every person, family, and community deserves to be treated with dignity and respect; (4) programs and services should be evidence-based, prevention-focused, and person-centered; (5) organizational excellence is best achieved through a culture of various perspectives, innovation, and accountability; (6) clients, volunteers, staff, partners, and supporters should be treated with kindness, dignity, and respect in a comprehensive environment; and (7) everyone deserves a caring workplace environment that fosters trust, teamwork, creativity, and work-life balance where work is enjoyable and where staff are supported in their professional development and their pursuit of excellence. Job Summary Reporting to the Director, Community Based Health Services (CBHS), the Health Program Support Specialist will work closely with supervisor and funded organizations to support the patients/clients they serve. The Health Program Support Specialist will support function for programs under the purview of CBHS, including duties related to program development, implementation, evaluation, and the provision of technical assistance. this position will be instrumental to the Community Based Health Services team by assisting with daily tasks, including but not limited to: preparation and dissemination of regularly scheduled communications, drafting of data reports, assistance with contract preparation, data monitoring, as well as assisting with core aspects of the day-today operation of the Ryan White Part D (RWPD) Support Services Program. The Health Program Support Specialist will interact both with AccessMatters’ internal team members and external sub-recipients and stakeholders, including AccessMatters’ Ryan White Part D network, consultants, community-based partners, and the general community. This position will be a member of the core CBHS team, which resides within the Health Access and Service Delivery department within AccessMatters and is expected to participate in all departmental meetings and activities as needed. This job is full-time and non-exempt. Essential Functions: Reporting to the Director, Community Based Health Services (CBHS), the Health Program Support Specialist will: General Duties • Maintain close communication with supervisor and meet regularly with program team., • Adhere to all program guidelines and protocols protecting client information and records. At all times, ensure compliance with agency Confidentiality Policy and Pennsylvania’s Act 148., • At the direction of the supervisor, maintain administrative communication with subrecipients regarding submission deadlines, • Participate in supplementary activities including: referral resource updates, research, attendance at external trainings, community education, outreach, and site visits., • Participate in staff trainings and meetings, support organizational initiatives, and aid in the pursuit and development of new projects and strategic vision., • Prepare accurate and thorough notes/minutes for internal CBHS meetings; ensure agendas and minutes are disseminated to relevant parties., • Generate and distribute Program Update emails to network providers on weekly basis., • Maintain up-to-date subrecipient contact information sheets and email distribution lists., • At supervisor’s direction, send reminders, track and ensure timely submission of network provider expenditure and data reports; communicate with network providers regarding problematic or outstanding reports, when needed., • Support CBHS team in remaining compliant with federal, grant, and program requirements., • Assist supervisor in collaborating and coordinating across internal teams in regard to program evaluation, monitoring, education, and development of new initiatives., • Maintain and regularly update program databases in an accurate and timely way, and generate data reports as required by supervisor., • Provide logistical support for the RWPD Community Advisory Board including, but not limited to: scheduling meetings, notetaking, logistical support (ie: incentive distribution, food ordering, and transportation logistics), • Support in the creation of materials, presentations, agendas, and handouts for external meetings and trainings., • Participate in supplementary activities including: referral resource updates, research, attendance at external trainings, community education, outreach, and site visits., • Maintain close communication with supervisor and meet regularly with program team to report and review progress., • Receive and log client registration packages, monthly service delivery records, and relevant reports., • Review client information for program eligibility, including application review; ensure receipt, accuracy, thoroughness and documentation of required client information, and maintain accurate records of clients currently enrolled in program., • In partnership with the Director of CBHS, serve as a point of contact for client applications and for staff at funded organizations that submit applications on behalf of the individuals they serve., • Review records of services rendered, ensuring eligibility and accuracy of said services, and complete client-level service documentation and reporting., • Participate in facilitating training for subrecipients on SSP program requirements, workflows, and processes., • Ensure provision of services is consistent with Payer of Last Resort rules and regulations., • Manage the security, inventory, issuance, and reconciliation of cash equivalent monetary incentives (i.e., gift cards and similar items) and promptly report any loss, theft, or irregularities., • Aid in the distribution of physical and virtual program resources to network providers., • Create and maintain a work environment that is respectful of all, embraces varying views, perspectives and talents in problem solving., • Ability and desire to work with varied populations, communities and institutions across a broad spectrum of community and clinical providers within the field of HIV and other related infectious diseases., • Passionate commitment to AccessMatters’ strategic plan, mission, and vision., • Experience in the field of HIV care, maternal and child health care preferred., • Knowledge of populations and communities hardest hit by HIV and related infectious diseases preferred., • Ability to manage multiple tasks and details accurately and on deadline, while remaining open to changing priorities., • High degree of customer service skills and philosophy, to include responsiveness, and follow-through to deliver high quality services to external and internal stakeholders., • Ability to think analytically and work with data to produce basic reports for program planning and monitoring., • Ability to self-manage, independently prioritize, solve problems, and effectively handle multiple tasks and projects simultaneously, while taking direction as needed., • Ability to communicate effectively, verbally and in writing., • Ability to work independently and as a member of a team., • Ability to navigate effectively and diplomatically, across varied organizational structures, roles, and relationships – both externally and internally., • Proficiency in Microsoft Office Applications (Word, Outlook, Excel and PowerPoint), with emphasis on utilizing and maintaining spreadsheets., • Experience with web-based meeting, collaboration, and information management systems, portals, and intranets., • Required: Bachelor’s Degree. Prefer coursework, previous work experience or other training in relevant aspects of the role, including but not limited to: public health, (i.e. sexual health, reproductive, maternal and child health care, infectious disease prevention and/or treatment), social work, health and human services. Relevant industry specific experience may be considered in lieu of degree where possible., • Minimum 1-3 years’ experience in nonprofit sector, with grant funded entities, and/or in public health space., • Minimum 1-3 years’ experience providing program support and/or data entry support., • 1-3 years’ experience in the fields of HIV/STD/STI testing, prevention, treatment, and/or sexual and reproductive health preferred. HOW TO APPLY: Submit both a cover letter and a resume to the Health Program Support Specialist - CBHS position posted at our online career site, by going to this link: . Address cover letter to Raeann Billey, Vice President of Human Resources. Please include salary requirement and potential start date. NOTE: This is a hybrid position, candidates are expected to reside within commuting distance of our headquarters in Center City, Philadelphia. No calls, please. ACCESSMATTERS IS AN EQUAL OPPORTUNITY EMPLOYER.