Program Assistant 

Reports to: Program Director

Classification: Part-Time

Location: Hybrid, In-Person/Remote Work

Salary: $26,000 - $25/hr

Working Hours:

20 hours/week

Required - Tuesdays on location at our office at 30 S. 15th St., Philadelphia, PA.

Occasional evenings and weekends for PCF Events scheduled throughout the year.

Position Summary:

Established in 1991, The Philadelphia Cultural Fund is a non-profit 501(c)(3) philanthropic organization dedicated to enriching Philadelphia’s artistic and cultural landscape. PCF currently provides general operating support through our Art and Culture Grant Program to over 250 Philadelphia-based arts and culture organizations across all ten of our city’s districts.

The Program Assistant works as a main support for PCF’s programming and day-to-day operations. Reporting directly to the Program Director, the Program Assistant works as a connector between the Executive Director, Program Director, and Community Engagement Coordinator to implement sustainable working practices that aid PCF in its mission as a Funder and resource to Philadelphia’s Arts and Culture Sector.

Responsibilities:

Support the Executive Director

• Act as the Notetaker for Staff Meetings, Program Committee Meetings, and Peer Panel sessions.
• Format the agenda weekly for all-Staff Meetings
• Act as the Time-Keeper for Staff Meetings
• Research, Provide, and Archive weekly Professional Development resources for PCF Staff and community.
• Assist with email communications to the Board of Directors and Committee as needed.
• Monitor and maintain the Executive calendar to keep it up-to-date on all Board of Directors and Committee Meeting location reservations, attendees, and requirements.
• Create and distribute Doodle scheduling polls.
• Assist with Annual Report distribution.
• Run office errands as needed.
• Other duties pertaining to office organization as assigned.

Support the Program Director

• Assist in the generation of communications to grantees and new applicants about the Art and Culture Grant Cycle.
• Annually Draft grant application cycle calendar for approval.
• Manage the Annual Program Calendar through Google Calendar and Asana.
• Assist in the design of the Annual Calendar.
• Assist with the management of Submittable during the Grant Cycle by the organization of grantee photos and program locations.
•  Assist in the issuing of instructions, and reminders, and preparing and disseminating necessary documents to Peer Panelists.
•   Assist with the development of PCF’s Annual Report by collecting all relevant materials (photos, copy, and data).
•  Run office errands as needed.

Support the Community Engagement Coordinator

• Assist with the coordinating of logistics, catering, and reservations, including set-up and breakdown of events.
• Manage the PCF info@ email weekly
  • labeling and sorting emails into categories pertaining to PCF’s daily operations and programs
  • distributing relevant emails to those designated PCF staff,
  • cleaning out the inbox.
• Attend PCF and external community events with the Community Engagement Coordinator as a PCF Ambassador and/or Tabler as needed.
• Run office errands as needed.

Candidate Profile:

You should be an advocate for Philadelphia’s arts and culture sector, who understands that the social, educational, and economic growth of Philadelphia is tied to the vitality of the arts and culture in our city. As PCF builds relationships with the Philadelphians who steward our dollars, we work to dismantle historical, inequitable philanthropic practices. You will assist PCF staff in the implementation of PCF programming of trust-based philanthropy, a practice at the center of all that we do.

A successful candidate for this role could look like:

A person with two years of demonstrated success in nonprofit administrative work. This person may have experience working across projects while maintaining high standards of organization. Experience effectively communicating with a variety of community members to achieve programmatic goals and deliver accessible, supportive programs.

A person who might not have experience in the nonprofit sector, but who is passionate about delivering holistic programming to Philadelphia artists, advocates, and stakeholders. This person may have developed organizational strategies to work collaboratively and meet deadlines.

Someone who brings knowledge of Philadelphia’s arts and culture sector, as well as an understanding of how administrative processes can be created and maintained, will be set up for success in this role. The ability to work with discretion when handling applicant/grantee organization information is necessary. PCF uses Google Suite and Asana for our project management.

You are enthusiastic about serving the Philadelphia art and culture community and is experienced in building relationships with accountability. With strong skills in collaboration and communication, you work with creativity and a solutions-oriented mindset. A strategist who can think analytically with attention to detail.

Our Process & What to Expect:

The initial candidate pool will be formed after all submissions are reviewed. In the application process, candidates will select potential interview dates if they are selected to move forward in the process. Candidates will be notified of their status after the submission review period, as well as of their interview date if selected to continue.

Candidates interview in-person at PCF’s office in Center City with the Executive Director and Program Director. Final candidate selection will take place after this interview.

We anticipate the start date for this position to be September 30, 2024.

By August 16th, complete our application through Submittable HERE.

Through Submittable, please include the following:

• Provide a written or video (1-3 minute) response to introduce yourself.
  • Tell us one (1) thing that excites you about this position.
  • Tell us one (1) way you are connected to Arts and Culture in Philadelphia.
• Provide your Resume or CV, a short bio, and two (2) professional references

To learn more about PCF, visit our website at www.philaculturalfund.org, and check out our socials @philaculturfund.