
Visitors / Employees
University City District is currently hiring for the following positions:
- Office Manager, Skills Initiative
- Program Manager, Skills Initiative
- Manager of Advancement
- Controller
Careers
Office Manager, The Skills Initiative
University City District (UCD) is a non-profit, special services district that leverages a unique partnership of universities, health systems, large and small businesses, and community groups to invest in public spaces, address public maintenance and public safety issues, bring life to commercial corridors, promote job growth and innovation, and connect residents to career opportunities by way of The Skills Initiative.
The Skills Initiative is a nationally recognized workforce intermediary. We implement custom talent solutions focused on connecting the City’s talent to opportunities within prestigious companies, organizations, and institutions. Through partnerships with local organizations and anchor organizations, the Skills Initiative creates pathways to employment and fosters economic mobility.
The Office Manager at the Skills Initiative is a vital role that ensures the smooth and efficient operation of the office. This position involves managing Skills Initiative-based calendars, coordinating the scheduling of shared spaces, and maintaining overall office functionality. The Office Manager will also act as the first point of contact for visitors and will work closely with building management and security to address any issues and ensure a positive office environment.
Key Responsibilities:
Stakeholder Support
- Reception Duties: Serve as a welcoming and professional point of contact for anyone entering the office suite.
- Inbound Inquiries Management: Manage inbound inquiries via email and phone. Direct inquiries to the appropriate staff person based on their nature and urgency. Follow up on inquiries to ensure timely and accurate responses and resolution.
- Visitor Management: Ensure a smooth flow of people on high-volume interview days, managing guest arrivals and departures efficiently. Prepare guest badges and visitor logs. Ensure all visitors are properly welcomed and arrive at the location of their meeting.
Administrative Support
- Calendar Management: Manage and maintain shared organizational calendars, scheduling meetings, appointments, and events as needed.
- Space Scheduling: Coordinate the scheduling of classroom and convening spaces to accommodate training sessions, meetings, and other events.
- Document Management: Maintain and organize office files, records, and documents. Ensure proper storage and confidentiality of sensitive information.
- Meeting Support: Support the creation of Skills Initiative staff meeting agendas, take minutes, and update Teams channels. Assist with organizing and coordinating internal and external meetings.
- Data Support: Provide general data management support to staff, including data entry, preparing reports, and assisting with special projects.
Location Support
- Building Coordination: Liaise with the building manager to address and resolve any facility-related issues or maintenance needs.
- Supplies Management: Order and maintain office supplies, ensuring that all necessary materials are stocked and available. Monitor inventory levels and place orders as needed.
- Security Coordination: Work with building security to ensure they are informed of all guests entering the premises and their visit times. Ensure compliance with security protocols. Coordinate with University City District’s public safety team for special events.
- Access Management: Manage keypad entry codes and ensure they are updated and distributed as necessary. Oversee the issuance of access cards.
Qualifications:
- Proven experience in office management or a related field.
- Excellent organizational and multitasking skills.
- Strong communication and interpersonal abilities.
- Ability to handle sensitive and confidential information with discretion.
- Experience working in a dynamic and fast-paced environment is a plus.
Technology Competencies
- Microsoft Office Suite including Teams and Project
- Salesforce experience strongly preferred
Although the above competencies are preferred, training and support on all systems will be provided.
Salary for this role is $60,000.
Interested applicants should send their resume to Erica Jorden, Director of Human Resources, [email protected] using the subject line: Office Manager
University City District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Program Manager, The Skills Initiative
University City District (UCD) is a non-profit, special services district that leverages a unique partnership of universities, health systems, large and small businesses, and community groups to invest in public spaces, address public maintenance and public safety issues, bring life to commercial corridors, promote job growth and innovation, and connect residents to career opportunities; by way of The Skills Initiative.
The Skills Initiative is a nationally recognized workforce intermediary. We implement custom talent solutions focused on connecting the City’s talent to opportunities within prestigious companies, organizations, and institutions. Through partnerships with local organizations and anchor organizations, the Skills Initiative creates pathways to employment and fosters economic mobility.
The Program Manager at the Skills Initiative is a vital role that ensures the smooth and efficient operation of our nationally recognized workforce programs. This position involves managing administrative program operations and supporting program facilitation to ensure a quality participant experience. The Program Manager will report directly to the Senior Director of Workforce Programs and work closely with the programming team to maintain The Skills Initiative’s high standards in workforce development.
Key Responsibilities:
Program Administration
- Manage all administrative tasks such as scheduling facilitators and vendors, preparing and distributing program materials, tracking program assignments, managing email communications, and updating program progressions in Salesforce.
- Oversee program data management, ensuring accurate records are maintained in the LMS, Salesforce, and other tracking platforms to monitor learning outcomes, engagement, and completion rates.
- Manage logistics for program events, workshops, and other activities such as Lunch and Learns and onsite visits with Employer Partners.
- Collaborate with the University City District finance team to ensure the prompt processing of invoices on the behalf of facilitators and vendors.
- Provide classroom technical support as needed to participants and facilitators.
- Provide administrative and logistical support to participants and employer partners during the onboarding phase of the program.
Facilitation and Participant Engagement
- Lead Participant Agreement Meetings and Orientation sessions, ensuring all participants understand program expectations and resources.
- Conduct daily check-in and check-outs with program participants using a trauma-informed approach.
- Support the facilitation of Skills Initiative designed curriculum content in both virtual and in-person programming.
- Assist in the design and facilitation of participant feedback sessions, such as closing focus groups, to gather valuable insights for program improvement.
Facilitator and Vendor Management
- Actively participate in the interviewing and evaluation of external facilitators.
- Schedule and manage external facilitators’ involvement in the program, ensuring they are properly prepared with materials, curriculum content, and access to the learning space.
- Ensure seamless communication with facilitators and vendors regarding program logistics, scheduling, and expectations via email.
Alumni Support
- Collaborate with the Manager of Continuing Education to help organize alumni events and activities, ensuring a seamless transition from participant to alum and providing opportunities for continued growth.
- Collaborate with the Career Specialist to assist in resume support and mock interviews for Skills Initiative alumni.
- Participate in the management of alumni focused social media content across relevant platforms to foster engagement and community.
Qualifications:
- At least 3 years of direct experience in program management, administration, and operations preferably within a nonprofit or workforce development setting.
- Experience facilitating engaging and interactive workshops to adults.
- Excellent organizational, communication, relationship, and project management skills with the ability to meet tight deadline and prioritize tasks.
- Ability to manage multiple programs effectively and simultaneously.
- High level of personal drive and accountability
- Ability to work both independently and collaboratively.
- Willingness to travel locally for site tours and employer visits.
Technology Competencies
- Microsoft Office Suite including Teams and Project
- Salesforce experience strongly preferred
- Zoom
Although the above competencies are preferred, training and support on all systems will be provided.
Salary for this role is $70,000.
Interested applicants should send their resume to Erica Jorden, Director of Human Resources, [email protected] using the subject line: Program Manager
University City District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Manager of Advancement, University City District
The Manager of Advancement reports directly to the Vice President of Advancement and is an integral member of the Strategic Advancement team. The Manager supports fundraising efforts through prospect development, research support, report and grant writing, budget tracking, organizational data collection, special projects, and administrative support. The Manager will foster comprehensive philanthropic coordination and alignment across teams within University City District (UCD).
Key Responsibilities:
- Develop, write, edit, and proof clear and effective communications including research, grant reports, and applications.
- Assist with required research pertinent to grant due diligence, ongoing review, and close-out analyses. Generate gift receipts and coordinate donor acknowledgements (letters, handwritten cards, videos) in alignment with stewardship plan.
- Conduct prospect research, identify critical information in the media and other sources; review publications, lists for connections to the organization, and prospect specific information; disseminate to the teams engaged in fundraising through department communication tools.
- Contribute to written materials, website updates, social media postings, editing, and proofreading as requested.
- Provide administration support for the grants process throughout all stages including pursuing, receiving, assessing, tracking, documenting all inquiries and/or proposals; assuring that submitted documentation meets all funder and legal requirements; and maintaining accurate and timely records of grants and other programmatic activities.
- Monitor, analyze, and reconcile budgets keeping financials up to date and accurate and informing resource decisions.
- Support the development and maintenance of the funding database ensuring the accuracy and integrity of data as well as relationship history. Perform timely and accurate data entry of constituent data and donor gifts into UCD’s database.
- Coordinate with the finance and communication functions; generate requested information, data and reports from information maintained in the grants management database or other sources.
- Work with the Vice President of Advancement and the Senior Vice President of Strategy to coordinate and maintain grant cycle calendar and project/reporting schedules; assist with the preparation of grant related materials for Senior Leadership and Board Meetings.
- Play a key role collaborating to optimize departmental workflows and information sharing, establish and enhance internal systems, and organize multiple streams of work.
- Use advanced technical tools, including queries, dashboards, and reports, extract and prepare lists and exports of data related to prospect research, prospect management, and prospect data projects and priorities.
- Work with team to overhaul file storage system for ease of access across the organization. Maintain reference materials in library and inventory of department materials; track and maintain renewals; review with staff.
- Conduct ongoing reviews of donor data for consistency and enhancements; update prospect specific information in database, ensuring information is accurate and up to date; coordinate updates of biographical and prospect development related data.
- Keep up to date on current philanthropic trends, data, and other philanthropy-focused information.
- Support the planning of funder site visits and funder engagement events, including those for public officials.
- Assist the departmental leadership in preparing agendas, meeting notes, and other materials and departmental documentation as necessary; keep clear notes on discussions, goals, action items, and next steps.
- Undertake special projects, prepare project documentation and project materials.
- Other duties as assigned.
Job Skills & Qualifications:
Required:
- Bachelor's Degree or 5 years of nonprofit administration
- At least 2 years of comprehensive fundraising experience, including grant writing and reporting
- Strong organizational skills, attention to detail and the ability to multi-task
- Excellent written and verbal communication skills
- Experience using donor management and prospecting software Skilled relationship manager
- Ability to work occasional evening and/or weekend events
- Preferred Passion for inclusive growth and economic development
- Ability to create and implement organizational systems
- Creative problem-solving skills Self-starter, with an eye towards continuous improvement
Starting Salary: 75k Please email your resume to UCD HR Director Erica Jorden: [email protected]
Controller, University City District
Description of Organization
University City District (UCD) is a nonprofit, special services district that leverages a unique partnership of universities, health systems, large and small businesses, and community groups to invest in public spaces, address public maintenance and public safety issues, bring life to commercial corridors, promote job growth and innovation, and connect residents to career opportunities; by way of the West Philadelphia Skills Initiative (WPSI/Skills Initiative).
General Statement of Duties
Reporting to the VP of Finance and Operations, the Controller is responsible for the day-to-day accounting for UCD’s financial transactions, as well as for developing, implementing, and ensuring compliance with financial policies and procedures consistent with generally accepted accounting principles (“GAAP”). The Controller is responsible for maintaining and continuously improving the system of financial controls, including general accounting, tax compliance and planning, budgeting, banking, payroll, and benefits.
Essential Duties and Responsibilities
1. General Accounting and Reporting
- Develop, administer, and ensure compliance with generally accepted accounting policies and procedures
- Maintain general ledger, subsidiary ledgers and other accounting records needed for preparation of the financial statements and other required financial data, post journal entries
- Update chart of accounts, vendor listing and accounting system reports
- Reconcile financial information from subsidiary applications to general ledger
- Collect supporting documents for payment of vendor invoices
- Oversee cash receipts, post to general ledger, and update cash receipts journal
2. Audit, Tax Compliance
- Assist in preparation of tax returns IRS 990 and PA BCO-10
- Prepare IRS Forms 1099 and 1096
- Work with VP of Finance and Operations to prepare audit schedules, financial statements, and footnotes for the UCD’s year-end financial statement audit; provide support to auditors during the annual audit
3. Budget
- Work with the VP of Finance and Operations to prepare annual capital and operating budgets; assist in calculation of cash flow projections
- Perform periodic review of budget vs. actual with variance analyses
4. Payroll and Benefits Processing
- Process bi-weekly payroll
- Maintain and report on employee time off in accordance with UCD’s policies
- Coordinating with HR Director, process employee benefit paperwork and reconcile with benefit vendor invoices
5. Other
- In conjunction with Office Manager and outsourced IT vendor, ensure up-to-date inventory of all computer and computer-related equipment, cellphones, and iPads
- Maintain inventory of District records
- Work with VP of Finance to update vendor contracts
- Complete industry surveys
Expectations
- UCD is a hybrid workplace with a minimum of two days in the office
- The Salary Range for this position is $90,000-100,000 commensurate with experience
Qualifications
- General: Must have a dedication to the tax-exempt sector, ability to exercise discretion, work independently, take initiative, meet multiple and competing deadlines, participate as an effective team member, and follow tasks through to completion
- Experience: 5 years related accounting experience in private foundation/public charity settings. Knowledge of not-for profit GAAP is required
- Education: Bachelor’s degree in Accounting or related field required
- Technology skills: Experience using a computerized accounting system, solid knowledge of MS Office applications (Excel proficiency a must)
- Organizational skills: Excellent organizational skills and attention to detail. Able to prioritize work effectively and adjust to multiple demands
- Communication skills: Strong interpersonal, verbal and written skills
Interested applicants should send their resume to Erica Jorden, Director of Human Resources, [email protected] using the subject line: Program Manager
University City District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.