Project assistant jobs in Philadelphia, Pennsylvania - Page 3Create job alerts

Job Description Job Title: Carpentry Instructor Location: Grays Ferry, Philadelphia, PA Program: Youth Skills Building Program Schedule: Part-Time, 2-3 days/week (Monday–Friday, between 3:30 PM – 7:00 PM) About the Program The Youth Skills Building Program is a hands-on workforce development program designed to teach Philadelphia youth (ages 14 to 19) foundational carpentry and home improvement skills. With a focus on small group instruction (no more than 8 students per class), the program helps students build technical abilities, gain workplace safety certifications like OSHA 10, and develop confidence for future employment or vocational pathways. Position Summary We are hiring a part-time Carpentry Instructor to lead instructional sessions and mentor youth participants in carpentry, cabinet making, and basic home improvement skills—including plumbing and electrical fundamentals. This role involves planning and delivering engaging lessons, demonstrating tool use and construction techniques, maintaining a safe learning environment, and acting as a mentor to students. The ideal candidate is an experienced carpenter or tradesperson who is passionate about working with youth and making a meaningful impact in the community. Key Responsibilities • Develop and deliver hands-on lessons in:, • Basic carpentry and cabinet making, • Home improvement techniques (e.g., plumbing, electrical, drywall, painting), • Safe operation of hand and power tools, • Accurate measuring and material use, • Teach and reinforce safety procedures, including OSHA 10 topics, • Demonstrate proper tool handling and job site etiquette, • Supervise and mentor students during projects and activities, • Maintain an organized, safe, and clean workshop space, • Communicate effectively with program staff, students, and families, • Collaborate with the Assistant Instructor to manage materials and support student learning, • Serve as a positive role model and uphold the values of respect, responsibility, and perseveranceQualifications, • Minimum 5 years of professional experience in residential carpentry or home renovation, • Strong knowledge of hand and power tools, materials, and construction techniques, • Familiarity with basic plumbing and electrical systems, • Experience teaching or mentoring youth or young adults (preferred), • Strong organizational, communication, and leadership skills, • Commitment to creating a safe, inclusive, and supportive learning environment, • Availability to work 2 days per week between 3:30 PM – 7:00 PMAdditional Information, • Background checks are required due to working with minors, • Paid training and onboarding provided � Shavonne Gandy: Inspire. Teach. Build. Make a difference—one student, one skill, one project at a time.

Job Description Title: Assistant Head Fly, Miller Theater Department: Production Reports to: Miller Theater IATSE Union Steward and Director of Production Status: Union Summary The Philadelphia Orchestra and Ensemble Arts (POEA) is seeking a qualified individual for the unionized stagehand position of Assistant Head Fly, Miller Theater. The individual in this position is a member of a close-knit team who support production activities at the Miller Theater. Essential Functions • Assist with load-in, setup, rehearsal, performance, and load-out of presentations in the Miller Theater, • Supervise and lead the IATSE fly and rigging crew during load-in, rehearsal, performance, and load-out, • Oversee the safe installation and operation of staging, scenery, rigging, and mechanical systems, • Maintain Miller rail-specific equipment and train extra staff on proper usage of equipment, • Read and interpret technical drawings, ground plans, and rigging plots, • Demonstrable skills in the creation of fly rail documentation, • Help supervise extra IATSE employees for all calls in the Miller Theater, • Ability and willingness to work across all departments during non-yellow card attractions, • Work within all theatrical disciplines and attend to a wide range of duties as assigned, • Maintain and monitor appropriate materials, equipment, tools, and supplies as required for production support, • Participate in long-term project planning along with management; develop and specify goals necessary to maintain and improve the department’s capabilities, • Assist with ensuring that all tenant installations conform to applicable fire and safety regulations, especially as regards the maintenance of fire lanes and clear access to fire exits and emergency supplies Knowledge/Skills/Abilities • Substantial experience with a variety of musical and staged attractions in one or more active, large-scale metropolitan venues, • Significant experience with scenery, rigging, and carpentry in a theatrical environment, • Proficiency with counterweight fly systems, stage automation, and lifts, • Ability to troubleshoot rigging and stage machinery issues, • Strong knowledge of safe rigging practices and OSHA standards, • Familiarity with knot tying, hand/power tools, and scenic construction methods, • Working knowledge of theatrical rigging systems and knot-tying techniques, • Position requires leadership skills and the ability to work as a member of a diverse team while supporting one another to accomplish common goals, • Excellent interpersonal skills and comfort interacting with all staff, management, artists, and the public in a professional manner, • Ability to anticipate potential problems and provide solutions, • Ability to attend to numerous projects concurrently; ability to respond positively, effectively, and quickly to shifting priorities Working Conditions/Physical Demands • Affiliation with I.A.T.S.E. Union, Local 8 is required after hiring., • Ability to assist in the movement and placement of theatrical objects, including prolonged durations of standing, as well as pushing, pulling, and lifting items greater than 50 lbs., • Position will require work at heights and on ladders and lifts., • Position will require work indoors, outdoors, and in intermittently noisy spaces., • Work schedule to include nights, weekends, and holidays. Application Requirements Resume and cover letter are required when applying for this position. Equal Opportunity Employer Statement The Philadelphia Orchestra and Ensemble Arts, Inc. does not discriminate in employment on the basis of race, color, religion, gender (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, or military service.

Job Description Job Description: The Assistant Director/Civil Rights Investigator has the responsibility for coordinating and conducting investigations into reports of sexual harassment, sexual misconduct, discrimination, harassment, and bias incidents under the purview of the University's Director of the Office of Equity and Civil Rights (OECR) and Title IX Coordinator. The Investigator works collaboratively in a team setting to respond promptly to all incoming reports of discrimination and harassment, including conducting intake meetings with reporting parties. The Investigator will also conduct investigations, using trauma-informed techniques, for those complaints that proceed to a formal resolution process. The Investigator will perform related tasks under the umbrella of civil rights compliance (e.g. Title IX, VAWA, Clery, Title VII), including record keeping and training and outreach to the University community, as well as other duties as assigned. The Investigator will frequently be called on to collaborate with Public Safety, Human Resources, and Campus Life, the Office of the General Counsel, as well as other campus partners. Location: Glenside Essential Functions: ● Personally conduct investigations under the direction of the Director of OECR and Title IX Coordinator, including, but not limited to, conducting interviews of parties and witnesses, analyzing complaints to identify allegations and witnesses, gathering and securing relevant documentation and other evidence, drafting detailed reports synthesizing and analyzing the evidence gathered, and participating in University proceedings related to complaints involving students, faculty, and staff. ● As noted, under the direction of the Director of OECR and Title IX Coordinator, the Assistant Director /Investigator will coordinate with campus offices and partners including but not limited to Public Safety, Human Resources, Campus Life, Athletics, and others. ● Design and lead trainings to all community members, including undergraduate students, graduate students, faculty and staff concerning all anti-discrimination policies enforced by OECR, including policies prohibiting sexual harassment and other sexual misconduct at the University. ● Prepare professional, detailed, complete case reports for presentation to appropriate department administrators and, where applicable, local law enforcement. Maintain effective and professional working relationships with University Departments and local law enforcement officials. ● Act as a neutral party throughout all aspects of investigation and ensure a prompt, fair, and neutral process for all parties. Respect the rights of impacted parties, including both complainants and respondents. Maintain a high level of confidentiality during all proceedings. Exhibit the highest standards of integrity and tact. ● Ensure a well-documented investigative process. Maintain accurate and thorough records and notes of the investigatory process. Create comprehensive written investigative reports. Provide periodic, timely updates regarding the status of complaints received and investigations in progress to the Director of OECR and Title IX Coordinator, including through regular Title IX Team meetings and similar meetings. ● Collaborate with the Director of OECR and Title IX Coordinator and University partners to identify and address any systemic problems. Work with other University stakeholders to ensure the office's policies are updated in accordance with federal and state law, and communicated to all constituencies (students, faculty, and staff). ● Assist the Director and Title IX Coordinator with the continued maintenance of the case management database Maxient, to organize, manage, and track reports. ● Maintain knowledge of current state and federal law and regulations related to Title IX, VAWA, Title VI, and Title VII compliance for education institutions. Maintain knowledge of best practices as they relate to institutions of higher education compliance with Title IX, VAWA, Title VI, and Title VII. Maintain professional qualifications through on-going training and professional development. Serve as a resource to advise others on these topics. ● Participate in University committees focused on education, prevention, compliance, and programming for students, faculty, and staff related to sexual harassment, sexual misconduct, and diversity, equity, and inclusion. ● Collaborate with other University departments to coordinate support for all parties to OECR investigations. ● Perform other related duties as assigned or requested. The University reserves the right to add or change duties at any time. ● Work to support the function of OECR as needed. Required Knowledge, Skills, and Abilities: ● Excellent writing and proofreading skills. ● Effective verbal communication skills, including the ability to speak in front of groups and interact effectively in a University setting. ● Excellent problem solving and analytical skills. ● Excellent interpersonal relationship skills, including the management of cross- departmental relationships. ● Excellent decision-making ability and judgment. ● Excellent task prioritization and leadership skills. ● Demonstrated knowledge of Title IX, VAWA, Clery, Title VI, Title VII, and other applicable laws and regulations. ● Demonstrated ability to manage multiple, on-going investigations and a complex caseload. ● Effective project management, organizational, and analytical skills. ● Strong presentation and facilitation skills with an emphasis on education and training for a variety of constituencies. ● Excellent attention to detail. ● Experience dealing with confidential and sensitive information. ● Experience working with individuals experiencing a high degree of stress. ● Demonstrated commitment to diversity and inclusivity, as well as the ability to work with a wide range of constituencies (students, faculty, staff, parents) with diplomacy and tact. ● Maintenance of professional qualifications through on-going training and professional development. ● Ability to act independently and take initiative. Minimum Qualifications: ● A Bachelor's degree is required. A Master's or other advanced degree in a related field, including a JD, is preferred. ● Significant relevant professional experience in the area of investigations, including Title IX and/or other civil rights, student conduct, law enforcement, or another related field is required. At least 3 years of the same is strongly preferred. ● Knowledge, experience, and training in handling issues related to gender-based violence is required. Related certifications (e.g. ATIXA, SHRM, "40-hour") are strongly preferred. ● Experience working in higher education is strongly preferred. ● Valid driver's license required. ● Strong computer skills, including familiarity with the Google suite of products. Application Instructions: • Applications must be submitted online through Arcadia's Human Resources portal to receive full consideration. Please do not email application materials to the hiring manager. Due to the volume of applications received, communication will generally be limited to candidates selected for additional consideration. We welcome candidates who can contribute to the excellence of our community. The successful candidate will demonstrate examples of ways they will incorporate our values in their work. At Arcadia University, our Lived Values are the foundation of our highly regarded, values-based learning community, which reflects the world in which we want to live. As such, Arcadia actively seeks and welcomes candidates who embrace those values. Arcadia prohibits discrimination against individuals on the basis of ethnicity, national origin, ancestry, race, color, religion, creed, sex, gender, marital status, affectional or sexual orientation, age, gender identity, military or military veteran status, disability, family medical or genetic information, or any other legally protected characteristic. All offers of employment are conditional based on the successful completion of a background check. Employment may not begin until the University accepts the results of the background check. Arcadia offers a competitive benefits package that includes excellent healthcare, generous tuition benefits for employees and their families, retirement benefits, health and wellness programs and resources, and much more.

Job DescriptionDescriptionAbout the Role: As an Administrative Assistant at Elite Branding, you will play a crucial role in ensuring the smooth operation of our office and supporting our team in various administrative tasks. This position involves managing schedules, organizing meetings, and assisting with project coordination to facilitate efficient workflows. Your organizational skills and attention to detail will be essential in maintaining our commitment to excellence. Key Responsibilities Responsibilities: • Provide administrative support to the management team, including calendar management, scheduling meetings, and handling correspondence., • Prepare and organize documents, reports, and presentations as needed., • Maintain filing systems, both electronic and physical, ensuring all information is up to date and easily accessible., • Assist in coordinating company events and meetings, including logistics and material preparation., • Proven experience as an administrative assistant or in a similar role., • Strong organizational and multitasking skills with a keen eye for detail., • Excellent communication skills, both written and verbal., • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software., • Competitive salary ($40,000 - $53,000 per year), • Opportunities for personal and professional development, • Collaborative work environment, • Health insurance options

Job Description Association Headquarters is searching for an Assistant Executive Director to support our valued client partner. The Assistant Executive Director serves as the primary support to the association's Executive Director and works closely with volunteers, account managers, and internal service department staff. The Assistant Executive Director is responsible for coordinating, implementing, and administering projects and activities with the goal of member satisfaction. The ideal candidate is someone looking to advance within the association management profession, with the support of a work environment that cultivates valued experiences, growth opportunities, and personal satisfaction. APPLICATION INSTRUCTIONS To be considered for this position, the online application must be submitted, along with an updated resume. All applicable fields on the application are required. Essential Duties and Responsibilities • Assist the Executive Director in overseeing the delivery of programs and services to meet client needs., • Assist in translating strategic plans into operational plans and participating in developing new and improved products and services., • Act as secondary liaison between Association organization (Board, volunteers, committees) and internal service departments to attain goals and objectives promptly and collaboratively., • Develop consultative relationships with volunteer leadership., • Develop and monitor client budget; ensure adherence to budget guidelines and objectives., • Review service billing and act as a resource to Executive Director for questions related to payables., • Work with designated client committees on assigned activities and programs., • Coordinate activities and projects of assigned committees and task forces., • Participate in the development and implementation of policies and procedures., • Coordinate board meetings and supporting board materials., • Oversee implementation and administration of the travel grant program., • Report account activities to client boards as assigned., • Participate in assessing account-staff needs and setting goals and objectives., • Participate in orienting and evaluating account staff., • Manage and mentor account staff., • Travel to annual client conferences, supervise and participate in on-site activities., • Respond to telephone and written inquiries., • Generate correspondence and reports., • Handle other responsibilities as assigned. What you'll bring to the table - Education, Experience, and Required Proficiencies • Bachelor's degree, • 3 - 5 years of professional management experience, preferably, • Excellent interpersonal and communication skills, • Strong customer orientation, • Previous experience managing staff, • Ability to organize and manage multiple projects/priorities, • Uses expertise to implement effective outcomes for client projects, • Ability to think ahead and plan over a one to the two-year time span, • Management skills: Problem-solving, critical thinking, decision-making, time management, project management, strategic thinking, interpersonal communications, organization, • Professionalism: Good judgment, integrity, accountability, ability to interact with all levels of staff and vendors, appropriate demeanor and appearance, confidence, coaching, and mentoring other team members., • Customer service attitude and skills: Team player, commitment, patience, enthusiasm, creativity, listening, comprehension, flexibility/adaptability, initiative, cooperation, attention to detail, resourcefulness., • Ability to travel out of state and overnight., • Intermediate computer proficiency., • Commitment to company values. What we offer - Employee Company Benefits • Hybrid / Flexible work schedules available, • Medical, Dental, and Vision, • Company paid basic life insurance, short-term, and long-term disability, • Voluntary Life Insurance - Employee Paid, • AFLAC available, • Paid Time Off (PTO) accrual and Paid holidays, • 401k retirement plan available, • On-site Fitness Center, open 24/7, • Gym reimbursement program, • Training and Development opportunities What sets us apart • Named Best Place to Work by Philadelphia Business Journal 9 Times - based on a survey conducted of our employees, • Industry Leader - Most credentialed AMC and the 1st AMC to be Customer Service Certified by the Customer Service Institute of America Who is AH? AH is a professional services firm that specializes in helping non-profit organizations achieve their mission, create value, and advance their causes, industries, and professions. We have four main divisions within AH - a full-service Association Management Company; a Marketing and Communications Agency (MarCom); a Meetings & Events Management Team; and a division that focuses on other custom solutions such as strategic planning, website builds, database integrations, accounting services, staff recruitment, credentialing management, public affairs and lobbying, and growing non-dues revenue. Our Diversity, Equity, & Inclusion Statement Association Headquarters is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to the following; race, creed, color, national origin, nationality, ethnicity, ancestry, age, sex (including pregnancy), family status, marital/civil union status, religion, domestic partnership status, affectional or sexual orientation, gender identity and expression, atypical hereditary cellular or blood trait, genetic information, liability for military service, and mental or physical disability (including perceived disability, and AIDS and HIV status), language, national origin, political affiliation, socio-economic status, and other characteristics that make our employees unique. For more information, visit associationheadquarters.com, connect with AH on Facebook on YouTube and follow on Twitter. Job Posted by ApplicantPro

Job Description Join a Leading Surveying Firm with a Legacy of Excellence Control Point Associates is not your average surveying firm — we are a dynamic team committed to delivering exceptional surveying services. With over 30 years of experience in land surveying, we specialize in services like construction stakeouts, boundary surveys, and 3D laser scanning, serving industries such as construction, engineering, and land development. Our team is expanding, and we’re looking for an experienced Survey Technician to join us in Mt. Laurel, NJ. If you're a skilled Survey Technician who thrives in a fast-paced, team-oriented environment, we want to hear from you! Why Control Point Associates? At Control Point Associates, we’re a team that focuses on doing great work and helping our employees grow. Here’s why joining us could be the perfect career opportunity for you: • 30+ Years of Expertise: We’ve earned a reputation for exceptional quality, precision, and dependability over three decades of service., • Cutting-Edge Technology: We utilize advanced tools like Trimble, Leica, and 3D laser scanners to ensure the highest standard of work., • Opportunities for Advancement: We invest in your career growth through ongoing training and certification programs., • Collaborative Team Culture: Our work environment promotes teamwork, where everyone contributes to achieving collective success., • Comprehensive Benefits: Enjoy medical, dental, and vision coverage, 401(k) matching, paid time off, and holiday breaks., • Diverse Work Experience: No two days are alike, with a mix of both field and office-based projects to keep your work dynamic and engaging., • Company Perks: Benefit from team lunches, weekly breakfast, holiday celebrations, and a fun, collaborative culture., • Supportive Work Environment: Your contributions are valued, and we prioritize your career development and growth. Essential Functions:, • Oversee and mentor CAD Drafters – review plans prepared by CAD Drafters for accuracy, completeness and conformance to company and client standards., • Assist and work directly with Assistant Project Managers and Project Managers., • Ability to create mapping from field crew data collector files (points), field sketches, digital photographs, and reference maps., • Deed and reference map plotting., • Preparation and set-up of survey data for field crews., • Post survey field data analysis and/or conversions as necessary., • Construction layout calculations, as-built surveys and/or sketches., • Grade sheet preparation., • ALTA/NSPS land title survey preparation., • Topographic analysis., • Preparation of Metes & Bounds descriptions., • Preparation of FEMA Elevation certificate., • Preparation of Subdivision Plans and Lot Consolidation Plans., • Accountable for plan presentation., • Survey traverse adjustments. Knowledge, Skills, and Abilities:, • 5+ years of surveying experience in AutoCAD Civil 3D., • Strong math skills., • Proven record of producing clean and accurate plan presentations., • Knowledge of field survey operations, engineering and construction industry., • Excellent organizational and communication skills., • Ability to learn new software and technologies in a timely manner., • Proficient with MS Word and Excel., • Ability to meet project deadlines within budget., • Self-starter with the ability to work independently and as a team member., • Desire to excel in a fast-paced work environment., • Ability to take and apply direction. Physical Requirements:, • Prolonged periods sitting at a desk and working on a computer. Compensation and Benefits: • Pay Range: $28-$43+ per hour depending on experience, licensure, and geographic location., • Additional Benefits: Health, dental, and vision insurance, life insurance, 401(k) match, paid time off, and more. Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time. Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group. Powered by JazzHR y9ZDA6y71v

Job Description Cheltenham Township, a suburb of Philadelphia in Montgomery County, Pennsylvania, is seeking an Assistant Township Manager to join a new and dynamic team in facilitating many exciting changes in the Township. Cheltenham Township is a first-class township with a Home Rule Charter, covered by a board of seven commissioners, each representing one of the Township’s wards, and administered by a full-time Township Manager accountable to that board. It is a diverse and densely-developed suburban community whose more than 37,000 residents enjoy the benefits of close proximity to Philadelphia, public transportation, multiple business districts, 25 parks, and rich historic and tree-lined streets in nine square miles. Cheltenham Township’s next Assistant Township Manager will join the Township’s leadership team, focusing on implementation of many initiatives including new and renovated Township facilities; expanding recreational opportunities and economic development initiatives; preserving and promoting Cheltenham’s rich history, culture and environmental assets; and improving service delivery and infrastructure. Cheltenham is looking for candidates who are creative, detail-oriented, multi-taskers, who thrive in fast-paced, ever-changing work environments. The Assistant Township Manager is responsible for ensuring the success of projects by coordinating with various staff members, agencies and organizations, community groups, consultants and contractors; securing financing through the preparation of grant applications and other means, where appropriate; supervising and preparing bid documents and requests for proposals; ensuring agreements and contracts are properly executed; tracking and managing progress and expenses on projects; preparing reports to staff, commissioners and funding agencies; coordinating with the public throughout the life of a project; and otherwise ensure a project’s success. Cheltenham Township is a very active community with a high workload and the next Assistant Township Manager should be ready to hit the ground running to facilitate many projects that are in various stages of planning and implementation to ensure a positive outcome. A successful candidate’s background will include a minimum of five years of experience in municipal government, preferably of a supervisory nature, and five years preparing and managing grant projects with a demonstrated success rate. A Bachelors’ degree in Public Administration, Urban Planning, Community or Economic Development, or related field, required. A Masters’ degree in a related field is strongly preferred; an applicable Masters’ degree may count toward two of the five years of local government experience. Candidates should also be able to demonstrate a track record for successfully managing and closing out complicated construction projects. Excellent customer service, organizational, written and oral communication skills are a must. The starting salary range for this position is $115,000 to $135,000 depending on qualifications. Cheltenham Township offers a comprehensive benefits package that includes medical, dental, vision, life insurance, paid time off, and a generous defined contribution pension plan with 457(b) option.

Job Description Job Description: The Staff Accountant supports the team in carrying out the responsibilities of the Accounting Department. Ensures compliance with generally accepted accounting principles in executing, analyzing, verifying, and reporting transactions of a fiscal nature. Manages financial data and ensures integrity and accuracy. May serve as project leader on special projects. Requires a bachelor's degree in accounting, finance, or related field plus 1 year accounting experience. Combination of education and experience will be considered. Location: Glenside Essential Functions: • Perform bank reconciliations for multiple bank accounts, including foreign currency., • Prepare and enter journal entries., • Prepare and edit budget reports within the report manager system., • Reconcile assigned balance sheet accounts, including accrual accounts, prepaid accounts, receivable accounts, and deferred revenue accounts., • Maintains Aging reconciliations to the general ledger for key functions Accounts Payable and Accounts Receivable., • Works with the billing department to identify and reconcile systematic discrepancies., • Assists in developing and implementing accounting procedures., • Assists with new finance staff training and any required community training., • Reviews financial activity for accuracy, completeness and appropriate documentation and approval., • Oversees monthly testing of financial data to test compliance around set internal controls., • Coordinates with staff for monthly and year-end close deadlines., • Assists with month-end and quarterly reconciliations., • Assists with preparation of year-end Audit Work Papers., • Complete special projects and ad hoc reports as needed. Required Knowledge, Skills and Abilities: • Understanding of matters relating to accounting and finance, including government regulations and accepted internal financial control practices., • Maintains a high level of accuracy in performing work., • Understanding of compliance with Generally Accepted Accounting Principles (GAAP)., • Demonstrated diplomatic leadership and interpersonal, communication and relationship building skills necessary to serve the University community, including international staff members., • Ability and competence in implementing and managing financial systems., • Ability to work with great autonomy and exercise independent judgement., • Ability to maintain confidential information., • Demonstrated personal qualities of integrity and credibility., • Excellent written, communication, and interpersonal skills., • Excellent analytical skills., • Ability to prioritize and manage multiple tasks concurrently. Application Instructions: • Applications must be submitted online through Arcadia's Human Resources portal to receive full consideration. Please do not email application materials to the hiring manager. Due to the volume of applications received, communication will generally be limited to candidates selected for additional consideration. We welcome candidates who can contribute to the excellence of our community. The successful candidate will demonstrate examples of ways they will incorporate our values in their work. At Arcadia University, our Lived Values are the foundation of our highly regarded, values-based learning community, which reflects the world in which we want to live. As such, Arcadia actively seeks and welcomes candidates who embrace those values. Arcadia prohibits discrimination against individuals on the basis of ethnicity, national origin, ancestry, race, color, religion, creed, sex, gender, marital status, affectional or sexual orientation, age, gender identity, military or military veteran status, disability, family medical or genetic information, or any other legally protected characteristic. All offers of employment are conditional based on the successful completion of a background check. Employment may not begin until the University accepts the results of the background check. Arcadia offers a competitive benefits package that includes excellent healthcare, generous tuition benefits for employees and their families, retirement benefits, health and wellness programs and resources, and much more. Position Code: AC132F

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.