Society Administrator

Position Summary: 20-25 hours per week

The Society Administrator is responsible for managing the business affairs of the Society, the daily operations of the office and rental facilities, and collaborating with the Society Leader, Society membership, and staff to achieve organizational goals and objectives. Candidates are expected to be able to work from the Rittenhouse office approximately three days per week, but the hours are flexible and can be supplemented at home. It is possible that this position may grow into a full-time position depending on the future success of the Society. This position reports to the Board of Trustees.

About the Philadelphia Ethical Society (PES)

PES is a Nonprofit Incorporated Religious Fellowship located at 1906 Rittenhouse Square in Philadelphia. Our primary and historic focus is as a Humanist congregation, which meets weekly on Sundays and is free and open to the public. We own and operate our building as a hub for civic life and the arts, and it is home to dozens of organizations and clubs. Rental income from the building is among PES's primary revenue streams: we host conferences, concerts and other events and provide discounts for groups with a social mission. We also own and operate Camp Linden, an environmental education and swimming summer day camp in Chester County.

Office Administration

• Daily Operations: Conduct weekday operations of the Society office and represent the Society to weekday visitors. The on-site schedule is flexible.
• Budget Oversight: Administer the Society budget and purchasing process across all areas; maintain expenses at budgeted levels.
• Vendor Relations: Manage contractor and vendor relationships, informing committees of any budget deviations.
• Payroll Management: Administer the payroll system for all Society employees.
• IT & Equipment: Manage the maintenance of office copiers, computers, and network infrastructure.
• Communications: Monitor and reply to general email and telephone inquiries.
• Special Reporting: Produce end-of-year contribution letters and pledge requests with the Treasurer/Finance Committee; assist with AEU annual reports & insurance audit reports.
• Website management: Work with the rental coordinator on keeping the calendar up to date with events. Update Wix where necessary to keep up with current policies and pricing, and create donation drives.

Property Management

• Building Upkeep: Work closely with the Building Committee to maintain and improve the historic Society building.
• Maintenance Programs: Direct the building’s maintenance program with outside contractors, servicing all office and building systems.
• Asset Management: Oversee Caretaker in order to maintain facility inventory in good repair for general use, and order necessary replacements.
• Regulatory Compliance: Schedule building inspections in compliance with City regulations and file required certifications.
• Staff Supervision: Supervise the Caretaker and the Rental Coordinator; order and maintain necessary janitorial supplies.
• Committee Engagement: Attend monthly Building and Finance Committee meetings.

Financial Management & Bookkeeping

• Ledger Care: Manage day-to-day bookkeeping operations.
• Reconciliation: Perform monthly reconciliation of all financial accounts.
• Financial Reporting: Create monthly reports and review them with the Treasurer prior to Finance Committee meetings.
• Committee Engagement: Attend monthly Finance and Building Committee meetings.
• Documentation: maintaining all financial records, receipts, reports INCLUDING Camp Linden. Making sure expense reports and reimbursements are clear and collected, and everyone is reimbursed in a timely manner.
• Banking: Making deposits, paying bills, keeping up to date with invoicing and accounts payable.
• Grant and Special Fund Management: track income and expenses for any grants received & special earmarked donations for the various funds in the Society. Work directly with the Leader on grant reporting.
• Report to the Society's President, Vice President, and Treasurer as necessary.

Personnel Management

• Directly manage Caretaker & Rental Coordinator to maintain all aspects of the building and rental components.
• Staff meetings: Weekly or biweekly check-ins with both members of the team to make sure inventory and facilities are maintained.

Qualifications & Requirements

Education & Experience

• Degree: A bachelor's degree or demonstrated equivalent experience is required.
• Nonprofit Management: Multiple years of non-profit management experience is strongly preferred. A certificate or degree in non-profit management is desirable.

Key Skills

• Organization: Self-starter with exceptional organizational and time-management skills.
• Multitasking: Proven ability to multitask, pay close attention to detail, and work effectively with frequent interruptions.
• Interpersonal Skills: Strong interpersonal skills to successfully interact with the public, building renters, and Ethical Society members.
• Technical Aptitude: Advanced hands-on computer skills, including Microsoft and Google applications, hardware setup, and basic office connectivity.
• Problem Solving: Ability to run internal systems, analyze results, and think "outside the box" to optimize daily operations.
• Flexibility: Willingness to pitch in, support teamwork, and occasionally cover for other employee areas when needed.
• Stamina: Ability to work comfortably at a standard office desk and climb multiple flights of stairs during a regular workday.

How to Apply: Please submit your cover letter and resume by email to Kimberly Blough, Society Administrator, at search@phillyethics.org Every application for this position will be carefully reviewed, however only candidates whose backgrounds most closely match our requirements will be contacted.

We are not able to personally respond to every applicant regarding the status of their application.

No telephone inquiries will be accepted. The anticipated start date for this position is flexible. Applications will be accepted until the position is filled.

The Philadelphia Ethical Society is an equal opportunity employer.

Six paid holidays annually, 2 weeks paid vacation (may be taken after 6 months employment.)