Program Manager (TPCF)

The Philadelphia Cultural Fund; Philadelphia (Philadelphia County); On-site; USD 42,000 - 44,000; Full time

Benefits offered by this job

Medical and dental coverage

IRA Payroll Deduction Program

prorated time off package

Job summary

The Philadelphia Cultural Fund is seeking a full-time Program Manager to oversee grantmaking operations, manage the review process, and collaborate with the Executive Director. You will coordinate information sessions, run peer reviews, maintain databases, and prepare grant communications.

Ideal candidates bring nonprofit grant experience, strong organization, and excellent communication. Evening/weekend work may be required in a center-city Philadelphia office.

Qualifications

• Three or more years in arts/nonprofits, education/training, grant work or public policy.
• Highly organized with strong time-management and deadline focus.
• Excellent oral and written communication and interpersonal skills.
• Experience with databases and grants management systems a plus.
• Proficient with Microsoft Office, Google tools, QuickBooks, and surveys.

Responsibilities

• Oversee grant applications, prepare materials, and support applicants in the online system.
• Manage the application review process and ensure fair evaluation per criteria.
• Coordinate information sessions for grant seekers and organize peer reviews.
• Maintain grant database, funding history, and reporting for stakeholders.
• Prepare grant letters, acknowledge reports, and process payments in QuickBooks.
• Support PCF events, relationships with stakeholders, and analytic reporting.

Skills

Grant writing

Grant review

Nonprofit experience

Interpersonal skills

Time management

Team collaboration

Attention to detail

Communication

Tools

Microsoft Office

Google Workspace

QuickBooks

Zengine

SurveyMonkey

Job description

Full-time member of staff team that consists of a full-time Executive Director and Program Manager, and a part-time Office/Program Assistant. The Program Manager will work closely with the Executive Director to fulfill the vision, mission and objectives of the Philadelphia Cultural Fund (PCF) and manages the daily operations of PCF’s grantmaking and grant initiatives. This individual supports a culture of collaboration and learning among staff, board, volunteers, applicants and grantees and operates within an organization dedicated to the highest standards for grantmaking, grant management and organizational/fiscal integrity.

Primary responsibilities include:

• Oversee the development and preparation of grant applications and supporting materials; build applications in Zengine (online grants system); resolve technical glitches and provide technical support to applicants throughout the application process
• Manage application review process that ensures all applications are diligently reviewed at all steps in the process according to pre-defined criteria and systems for review
• Coordinate application information sessions for those seeking grants
• Manage peer review process to ensure high quality and equitable application evaluation process: recruitment, training, scheduling and surveying of peer panelists, the assignment of site visitors and panel chairs, and panel meeting logistics
• Maintain grant management database and funding history; track applicant and grantee status, monitor and manage reporting
• Prepare grant letters and checks, and acknowledge grantees’ reports indicating approval, need for more information, or denial
• Organize grant check ceremonies including arranging space and technical elements, invitations to guests, and coordination of volunteers
• Conduct panel feedback sessions for applicants
• Maintain awareness of and relationships with other art and culture grantmaking organizations
• Generate analytic reports

Secondary responsibilities include:

• Participate in delivery of reporting to City of Philadelphia and donors
• Maintain website; create copy
• Supervise program aspects of part-time Office/Program Assistant
• Attend and represent PCF at events
• Maintain and cultivate strong relationships with all PCF stakeholders – including applicants, grantees, volunteer grant panelists, Board of Directors and City of Philadelphia administration and elected officials
• Support Board and Board committees: schedule meetings, prepare agendas, draft of minutes, and report on grant programs
• Process vendor payments in Quickbooks
• Assist Executive Director with IT systems
• Undertake special projects as assigned; other duties as determined by Executive Director

Essential Professional/Technical Abilities:

• Three or more years of related professional experience in arts and culture, nonprofits, education/training, communications, grant writing, grant review, and/or public policy
• Highly organized, excellent time-management skills, superior attention to detail, able to perform multiple tasks and meet critical deadlines while maintaining accuracy and quality
• Excellent interpersonal and communication skills—oral and written
• Experience with databases; grants management systems a plus
• Experience with computer software and programs, including Microsoft Office, Google platforms, Quickbooks, SurveyMonkey
• Can work with, support and utilize team members

Essential Personal Characteristics:

• Able to relate to a wide range of cultures, people and organizations
• Thrives under moderate to high stress and meets deadlines under pressure
• Dependable and driven, with a strong work ethic
• High ethical standards and personal integrity
• Values open communication, comfortable both giving and receiving constructive feedback
• High degree of empathy, thoughtfulness, patience and a natural diplomatic ability
• Thinks independently, creatively and collaboratively
• Strong problem solving/critical thinking skills
• Able to remain flexible and successful within changing environment and demands; values continual improvement
• Exercises good judgment and decision-making capabilities
• Exhibits professional conduct in all situations
• Knowledge of Philadelphia and its neighborhoods and an appreciation for the power of art and culture to enhance the cultural life and vitality of the City and its residents
• Willingness to travel throughout Philadelphia (e.g. attend after-hour events/meetings, conduct applicant information sessions)

Physical Demands:

• Sitting, standing, walking, and lifting
• Acute verbal, hearing, and visual senses required for communication
• Work environment includes center city Philadelphia office location
• Manual dexterity and visual capability to use computer, audio/visual and office equipment
• May include lifting and carrying up to 20 lbs.

Hours and Compensation:

This is a full-time permanent exempt position at approximately 40 hours/week. Evening and weekend hours may be required. The salary is $42,000--$44,000 annually. The position is eligible for PCF’s medical and dental group plans, participation in an IRA Payroll Deduction Program and a time off package on a prorated basis.

No phone calls, please. Interviews will be held on a rolling basis with the selected candidate expected to start in early-mid January 2020.

About the Philadelphia Cultural Fund:

The Philadelphia Cultural Fund ( www.philaculturalfund.org ) is an independent, community-focused non-profit corporation that since its founding in 1992 has awarded more than $50 million in grants to Philadelphia-based arts and culture organizations and programs. Funding for PCF comes from the City of Philadelphia.

The Philadelphia Cultural Fund’s services and employment are provided in a nondiscriminatory manner, without regard to race, gender, sexual orientation, color, national origin, ancestry, religious creed, ability and age.