Leeway Foundation in Philly Hiring Program Assistant

Interested in working at the intersection of grantmaking, arts, social justice, and gender issues in Philadelphia?

Program Assistant

This position supports the Leeway Foundation’s office operations in alignment with organizational and program needs; assists with maintaining program related information, general office and communication systems. The Program Assistant collaborates with staff and board as appropriate and reports to the Executive Director.

Specific/Key Responsibilities

General Administration

  • Answer phones (this position has primary responsibility)
  • Open and distribute mail
  • Coordinate application fulfillment
  • Maintain and update filing systems
  • Support production and distribution of materials and mailings
  • Data entry–database and manual spreadsheets
  • Liaise with building management
  • Maintain office equipment and supplies, including:
    • Postage, copy and fax machines
    • Troubleshoot phone, printers, and accessories
  • Support bookkeeping/financial processes, including:
    • Opening and preparing invoices for payment
    • Reviewing monthly bank statements; making bank deposits
    • Coordinating check signing

Program Support

  • Help administer and support grant programs, which may include:
    • Application processing
    • Verification and tracking of applications
    • Coordinating logistical details for panel meetings, events, workshops, etc.
    • Production and distribution of panel materials
    • Preparing grantee notification and payment letters, generating reports as needed
    • Preparing data on grant statistics
    • Participating in staff grant review sessions
    • Represent Leeway and its grant programs at community events, as well as applicant support and grant information sessions

Communications/Event Support

  • Field general information inquiries via email
  • Coordinate preparation efforts for grantee events, workshops, meetings, etc.
  • Maintain room reservations and calendar
  • Coordinate ordering of food and drinks for meetings and events
  • Proofread and edit outreach materials

Other activities/duties as appropriate

  • Attend meetings and other sessions as required, e.g. panel meetings, applicant workshops, and relevant Staff, Board, Committee meetings and retreats
  • Coordinate with housekeeping and liaise with building management and facilities staff

Qualifications

  • Ability to work well on a team and relate effectively to people of diverse backgrounds, including applicants, vendors and others
  • Well-organized with ability to work independently
  • Attention to detail
  • Excellent written and problem-solving skills combined with experience developing creative solutions
  • Ability to multi-task and work well under pressure to meet deadlines
  • A good sense of humor
  • Flexibility, and a willingness to learn and be open to new ideas
  • Interest in the Foundation’s mission
  • English proficiency required, proficiency in a second language related to grantmaking desirable (e.g. Spanish)

Experience

  • 2 or more years in a professional office environment
  • 1 or more years in a non-profit, arts, or social justice environment
  • 4 years of high school or equivalent; with training beyond high school preferred
  • Special events experience desirable

Computer Skills

  • Microsoft Office Suite
  • Experience with Internet, social networking sites and web-based tools a plus but not required.
  • Experience with database software preferred (e.g. FileMaker Pro or MS Access)

Salary: Commensurate with experience. Generous benefits package, including health, dental, and vacation.

Hours: 40 hours per week (On average; may work more hours around events, application deadlines and panel meetings. Some evenings and weekends.)

Interested candidates should send:

  • A 1-page letter indicating why they are interested and qualified for the position
  • A resume and a brief statement (a paragraph or two) about art and social change
  • Names of 2 references with contact information

Please submit your materials on or before July 23 at 5PM EST via regular mail or email to:

Leeway Foundation
Attn: Program Assistant Search
The Philadelphia Building
1315 Walnut Street, Suite 832
Philadelphia, PA 19107
jobs@leeway.org

No phone calls, please. All letters will be acknowledged.

The Leeway Foundation is committed to the principles of equal opportunity employment at every level without regard to race, color, religion, national origin, sex, marital or familial status, sexual orientation, gender identity characteristics or expression, age, non-job related disability, or political affiliation.

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