Chief Operating Officer

Greater Philadelphia Cultural Alliance; Philadelphia (Philadelphia County); Hybrid; USD 150,000 - 210,000; Full time

Job summary

Greater Philadelphia Cultural Alliance is seeking a Chief Operating Officer to translate organizational vision into operational strategy and ensure long-term sustainability. You will oversee administration, financial planning, and operational performance while guiding strategic initiatives and business development.

The COO will supervise Grants Administrator and Operations Assistant, work closely with the Executive Director and Barnes Foundation, and require strong leadership, governance acumen,

Qualifications

• 7 years minimum of relevant experience required.
• Bachelor's degree in business, arts administration, or related field; Master’s degree preferred.
• Strong leadership, judgment, organizational acumen, and discretion with confidential information.
• Experience with nonprofit governance, philanthropy, and arts/cultural organizations.
• Ability to build collaborative relationships with partners, consultants, vendors and stakeholders.

Responsibilities

• Partner with the Executive Director to develop and implement organizational strategy and annual operating plans.
• Translate strategic objectives into operational goals, systems, budgets and performance measures.
• Oversee administration, financial planning and grant management in coordination with Barnes Foundation.
• Lead organizational innovation, cost efficiency, and earned revenue initiatives.
• Direct supervision of Grants Administrator and coordination with internal departments.

Skills

Strategic leadership

Budgeting & forecasting

Cross-functional collaboration

Nonprofit finance & governance

Operations management

Discretion & confidentiality

Education

Bachelor's degree in business or arts administration

Master’s degree preferred

Tools

Grants management systems

Financial software

Job description

Submit application materials in one single PDF (no longer than 4 pages).

Primary Function: TheChief Operating Officer (COO)is a key member of The Pew Center for Arts & Heritage (the Center) senior leadership team, responsible for translating organizational vision into operational strategy and organizational effectiveness. Working closely with the Executive Director and colleagues of its operating partner, the Barnes Foundation, the COO oversees administration, financial planning, and operational performance while identifying opportunities for innovation, growth, and long-term sustainability.

Approximately half of the role is dedicated to organization-wide administration and operational leadership, with the remainder focused on strategic initiatives, business development, and other opportunities that advance the Center's mission. This role supervises two positions: Grants Administrator and Operations Assistant.

Job Qualifications

The ideal candidate will demonstrate strong leadership, sound judgment, organizational acumen, and a commitment to the values and missions of the Center and the Barnes. They will understand the Center’s relationship with its funder, The Pew Charitable Trusts, and exercise responsible stewardship of resources while advancing the Center’s strategic priorities. Preferred competencies include:

• Proven success leading strategic initiatives and operational improvements.
• Strong budgeting and forecasting experience.
• Entrepreneurial mindset with the ability to identify opportunities, assess risks, and implement innovative solutions.
• Demonstrated success managing complex, cross-functional projects.
• Knowledge of nonprofit finance, philanthropy, and arts and culture organizations.
• Ability to build collaborative relationships with colleagues, partners, consultants, vendors, and community stakeholders.
• Commitment to discretion and the handling of confidential information.
• Excellent written, analytical, communication, and interpersonal skills.
• Ability to attend occasional evening and weekend events.
• 7 years minimum of relevant experience required.
• Bachelor's degree in business, arts administration, or related field required; Master’s degree preferred.

Clearances:Criminal Background-National

Physical Activities to Perform Essential Functions:To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Moving:Approximately 70%+ of time is spent seated while working at a desk. Ability to occasionally transport up to 25 lbs. of files, equipment or supplies. Ability to move to access files, equipment or supplies.

Vision Requirements:This position requires extended time on the computer.

Communication Requirements:Clearly communicate in person, by phone, and by video conference. Communicate with others in conversational and written English.

Working Conditions:Position operates in a hybrid work setting comprising the Center’s Philadelphia campus on Tuesday - Thursday and remote work setting indicated by the employee at their documented home address on Monday and Friday. Position requires extended time on the computer.

Job Responsibilities:

Strategic Leadership & Organizational Effectiveness

• Partner with the Executive Director to develop and implement organizational strategy, priorities, and annual operating plans.
• Translate strategic objectives into operational goals, systems, budgets, and performance measures.
• Identify opportunities for organizational innovation, increased effectiveness, and improved business processes.
• Support organizational decision-making through analysis, reporting, scenario planning, and operational assessment.

Finance & Business Operations

• Develop the Center's annual operating budget in partnership with the Executive Director, Center senior staff, and Barnes Foundation Finance staff.
• Oversee day-to-day financial administration, including grant payment processes, vendor management, account reconciliations, financial reporting review, and coordination with Barnes Foundation Finance staff. Track organizational revenues and expenditures and ensure alignment with approved budgets and organizational priorities.
• Review and approve all grant payments and invoices before Executive Director’s final approval. Working with the Center’s Grants Administrator, perform monthly reconciliations of grant accounts, and other accounts as required.
• Maintain sound stewardship of organizational resources and compliance with financial policies, including reviewing significant expenditures, vendor contracts, and financial commitments. Identify and evaluate opportunities for cost efficiency and operational improvements.
• Lead the development and implementation of earned revenue strategies that support organizational sustainability and mission impact.
• Evaluate new business ventures, partnerships, services, and mission-aligned opportunities.
• Monitor industry trends and identify innovative practices that could strengthen the Center's work.

Organization-wide Administration

• Direct organizational administration by overseeing policies, procedures, compliance practices, documentation systems, and internal operations.
• Supervise and partner closely with the Grants Administrator to oversee the Center’s full portfolio of grantees and the administrative infrastructure supporting grantmaking operations, including grants management systems and technology platforms. Facilitate the effective execution and continuous improvement of grant payment, reporting, documentation, record-keeping, and applicant experience processes.
• Serve as primary liaison with Barnes Foundation operational departments including Finance, Information & Technology, Human Resources, and Facilities.
• Coordinate Center-wide communications and operational planning and implementation across Center departments.
• Coordinate administrative aspects of recruitment, onboarding, policy implementation, staff communications, and organizational culture initiatives.
• Oversee technology investments and operational infrastructure planning.
• Working with Programs and Communications staff, create or update application instructional texts, notification memos, guidelines.
• Oversee applicant financial eligibility review processes and coordinate related work with external consultants and Center leadership.
• Supervise Operations Assistant in coordinating technology resources, equipment maintenance, IT inventory, and staff technical support.
• Manage facilities, workplace operations, event logistics, and vendor relationships to ensure effective organizational functioning.
• Assure staff inquiries or issues regarding facilities, equipment, and IT are addressed.
• Manage development, maintenance, and enhancement of the Center's grant application, panel review, and grants management systems.
• Manage legal and compliance for grant agreements, insurance, independent contractors, waivers, and serves as liaison to general counsel.
• Provide leadership, coaching, and professional development support to supervised staff, fostering accountability, collaboration, and high performance, and encouraging a high degree of collaboration among Center staff at all levels.

1. Accountability:

a. Prepares for work assignments and meetings,

b. Conducts thorough fact-finding, decision-making and/or follow through,

c. Admits mistakes and errors and informs others when one is not able to meet a commitment.

2. Job Quality:

a. Dependably demonstrates job knowledge necessary for the position,

b. Produces timely, accurate, high quality work output,

c. Prioritizes work responsibilities effectively and produces work quantity expected for the role.

3. Service:

a. Identifies problems and collaborate with others to devise and create effective solutions.

b. Interacts and communicates with fellow employees in a manner that promotes a harmonious and

cooperative working environment in accordance with our Core Values.

c. Facilitates open communication and keeps an open mind about new ideas.

a. Sets a good example for others,

b. Demonstrates ethical decision-making and communication,

b. Shows a proactive, inclusive, helpful, and respectful attitude to colleagues, guests and others,

c. Takes initiative to contribute to diversity, equity, inclusion, and accessibility initiatives.

a. Directs others’ work effectively with adequate goalsetting, accountability, delegation, supervision, conflict resolution, accessibility to support and resources,

b. Motivates team to meet short- and long-term goals: individual, department and strategic plan,

a. Meets goals related to revenue targets, expense control, program fees, etc.,

b. Develops/manages budget in keeping with organizational priorities,

c. Follows protocols and reporting requirements set by other departments (HR, IT, Facilities, etc.),

d. Collects and analyzes data effectively,

e. Documents work accurately and consistently, shares information appropriately.

Greater Philadelphia Cultural Alliance

The Philadelphia Building

1315 Walnut Street, Suite 1101

Philadelphia, PA 19107

email: [e-mail]