President

Office/Administrative Manager 

Job description

Background:

Private Philanthropy Services (PPS) is a small, philanthropic services firm that provides high-level, philanthropic management support, consultation and staffing to private and family foundations locally and around the country. 

Overview of Position:

Private Philanthropy Services is seeking a skilled, experienced professional to be a critical part of our team’s work in support of our professional mission and the missions of our multiple foundation clients. The Office/Administrative Manager is a key member of the team who works to support the firm’s effective and efficient management. This is a part-time position (15-20 hours per week variable to the season) that reports directly to the President of PPS.

This position offers an excellent opportunity for a skilled individual who is seeking a long-term, professional, part-time position in a mission-driven environment. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a collaborative small office environment where flexibility and initiative are essential. The position offers significant opportunities to learn about philanthropic best practices, and provides investment in training and professional development. 

Work Location:  The primary workplace is the PPS office, and requires at least two days of in-office work each week. Staff may work from home at times when appropriate to the work, and when approved in advance. PPS provides support so that staff is equipped for remote work. 

Work Hours: Part-time work hours are scheduled in advance with the team, and take place between 9:00 am and 5:00 pm, Monday through Friday. Occasional early morning, weekend or evening in-office staffing duties may be required, but are scheduled far in advance.

Responsibilities:

Manage office systems, provide regular grants management and administrative support, support creation of board and meeting materials, and provide meeting logistics planning and support.

Manage Office Systems (about 40% of time)

• Manage office support systems: phones, postage, printing, record retention, office and meeting supplies, office maintenance schedule, vendor relations and billing
• Work with IT/Security vendor to coordinate regular and as-needed technology support, conduct regular system updates and back-ups, troubleshooting and coaching staff as needed
• Assist bookkeeper in managing billing/payment of all on-line software and other service accounts
• Process mail and deliveries
• Assist team members with other tasks as needed, and participate in staff brainstorming and strategic planning

Provide Regular Grants Management and Administrative Support (about 40% of time)

• Coordinate administrative calendars, work with team to keep activity calendars up-to-date, and lead the calendar reporting at team meetings
• Grants management support of the grant round process; including due diligence, document validation, merged correspondence, file creation, printing applications, creation and running reports through the on-line system (Foundant), and printing grant-related documents
• Staying proficient and up-to-date in the use of the grant acceptance systems, providing technical assistance to applicants and internal users as needed; participating in trainings and networks as needed

Support Creation of Board and Meeting Materials (about 10% of time)

• Create and help maintain schedule for the creation of board and meeting materials
• Support creation of board materials, charts, reports, and other presentation materials for Board and Committee meetings

Provide Meeting Logistics Planning and Support (about 10% of time)

• Planning, preparation, set-up and break-down tasks in support of Board meetings, Committee meetings, Grantee Convenings, etc.
• Travel, hotel and restaurant planning and support for in and out-of-town meetings (no travel required)

Qualifications:

• Demonstrated strong administrative and organizational skills, and substantive administrative experience
• Demonstrated initiative, sound judgment, and the tenacity to see tasks through to completion in an accurate and thoughtful manner
• Ability to juggle multiple projects and work independently, as well as with others, in a collaborative team environment
• Positive attitude, diplomacy, and ability to communicate well in varying situations as well as maintain confidentiality
• Strong written and verbal communication and presentation skills
• Technological comfort and experience, with excellent skills in - Microsoft Office programs, Acrobat Pro, in at least one of the many database management programs, cloud-based sharing programs, using AI assistance, and project management tools
• Interest in learning new skills and content/taking on new tasks
• Some experience working with non-profit or mission-focused organizations
• Bachelor’s degree or work history that demonstrates associated skills
• Current Minnesota Drivers License 

Physical requirements to fulfill job duties:

• Ability to occasionally lift and carry a 25 lb. file box safely up and down a flight of stairs
• Ability to type and sit at a computer for extended periods of time
• Ability to work and concentrate in an open office environment
• Ability to use digital meeting, telephone and other remote communication

Employment Type - Part-time, hourly

Compensation:

$28 - $36/Hour Commensurate with experience. (Aligned with the professional administrative rate in the philanthropic field). 

Employment Type - Part-time, hourly

To Apply:

Please email a cover letter including salary requirements, resume, and reference page to Private Philanthropy Services at [email protected]. Applications will be accepted until the position is filled.

PPS is committed to hiring and fostering a diverse and inclusive workforce that leverages the skills and talents of all employees in our organization, regardless of race, gender, national origin, age, religion, sexual orientation, gender identity, familial status, disability, or socioeconomic status. We encourage all individuals with direct or transferable experience to apply for our open position.