Administrative Assistant for Systems and Finance
JOB TITLE: Administrative Assistant for Systems & Finance
DEPARTMENT: The Pew Center for Arts & Heritage
REPORTS TO: Chief Administrative Officer (CAO)
Summary: This position reports to the Center’s Chief Administrative Officer (CAO) and 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.
Essential Duties & Responsibilities:
General Administrative Support
- Assists CAO in corresponding with The University of Arts HR, payroll, and accounting departments.
- Corresponds with external vendors, salespersons, and consultants for account support, inquires, and invoicing.
- Answers inquiries from Center staff related to core administration.
- Tracks the Center’s vendor contracts to help manage renewals and arrange payments.
- Assists with maintaining hardcopy and electronic files for the CAO and finance records.
- Supports the onboarding and training of new hires.
- Remains up to date with core staff responsibilities and administrative systems to act as back-up for the Center’s Operations Assistant during absences and lunch breaks.
- Collects and reviews staff-submitted check requests and accompanying documentation for the payment of the Center’s vendors, consultants, and grantees.
- Processes checks and electronic payments.
- Coordinates with the Center’s part-time accounts on weekly and monthly financial tasks.
- Maintains accurate and up-to-date vendor records and tax forms.
- Assists with the monthly reconciliation of the Center’s corporate credit cards; review all credit card transactions and receipts for CAO’s approval.
- Issues email reminders and oversee staff adherence to the Center’s policy for credit card use to keep monthly reconciliations on schedule.
- Maintains a comprehensive understanding of the Center’s basic IT structures, AV equipment, resources, and inventories in concert with the Operations Assistant.
- Coordinates with the Center’s IT consultants to help track IT related projects and annual maintenance.
Software and Databases
- Assists CAO with managing the up-keep and development of the Center’s online grant application and review system and Salesforce database.
- Trains new staff on the basics of these systems; troubleshoot common issues for users; assist in gathering information from program staff to prepare these systems for the Center’s annual cycle of grantmaking.
- Liaises with the external software development firms around needed updates and bug fixes.
- Keeps detailed documentation on the use of these platforms current and accessible to staff.
You may have significant involvement in other relevant administrative special projects and duties as required.
The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not claim to describe all functions. Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.
- Assistant’s or Bachelor’s Degree or its equivalent
- A minimum of three years of full-time administrative work experience in a comparable position
Competencies, Knowledge, Skills & Abilities:
- High proficiency and comfort with the use of application-based software systems or the ability to quickly learn such platforms is a must.
- Intermediate experience with Microsoft Word and Excel is required.
- Knowledge of Salesforce or comparable CRM systems is preferred.
- It is encouraged that candidates have a genuine interest and curiosity in how software, technology, and workflow can support organizational efficiency.
- Be a Systematic thinker with superior organizational skills
- Proven success in creating and maintaining efficient administrative processes
- Demonstrate effective interpersonal skills to successfully interact with fellow staff, external consultants, and vendors
- 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.
- Ability to work independently and as a team member
- Ability to prioritize multiple projects in a busy environment accurately, efficiently, and with a high level of attention to detail
- Balance and satisfy competing deadlines and personalities
- Maintain professionalism under pressure and in sensitive and difficult situations.
- Maintain 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
- Demonstrate understanding of the Center’s unique relationship to The Pew Charitable Trusts
- Ability to tolerate paperwork and respect administrative procedures while remaining flexible and resilient
- Ability to know when to ask questions and when to take initiative.
- Ability to learn quickly and have the willingness to assume tasks as needed.
About the Pew Center for Arts & Heritage
The Pew Center for Arts & Heritage (the Center) 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.
The Center is committed to an equitable, diverse, and inclusive workplace. We employ a staff of talented, motivated individuals with experience and interest in the nonprofit and/or arts and culture sectors.
TO APPLY: Interested, qualified applicants should submit letters of application and resumes to the Human Resources Department via email to firstname.lastname@example.org. Please ensure job title is in the Subject line.
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, The University of the Arts publishes its Annual Safety Report at the following link for your reference:
THE UNIVERSITY OF THE ARTS IS AN EQUAL OPPORTUNITY EMPLOYER
Title IX Statement: The University of the Arts prohibits discrimination on the basis of sex in its programs and activities, including admission and employment, in accordance with Title IX of the Education Amendments of 1972. The Title IX Coordinator and Diversity Administrator is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Title IX Coordinator, e-mail email@example.com,, or visit The University of the Arts, 320 S. Broad St., Philadelphia, Pa. 19102, Room 260, or call 215-717-6366. To learn more about the University's Title IX policy and response to sex discrimination, including sexual harassment and sexual violence, please visit www.uarts.edu/titleix. Inquiries may also be directed to the Federal agency responsible for enforcing Title IX, the U.S. Department of Education Office for Civil Rights.