Executive and Development Associate

SEAMAAC welcomes applications for the position of Executive and Development Associate. SEAMAAC is a nonprofit organization in Philadelphia, with the mission “To support and serve immigrants and refugees and other politically, socially and economically marginalized communities as they seek to advance the condition of their lives in the United States.”

POSITION SUMMARY: The Executive and Development Associate is responsible for maintaining the database for awarded grants and contracts, as well as coordinating and communicating a timely schedule for the submission of required financial and programmatic reports. This role works closely with the CEO, Finance Director, and Department Directors to support the preparation and assembly of grant requests, establish and maintain relationships with foundations and institutional funders, and manage a calendar of submission deadlines. Additionally, the Executive and Development Associate is responsible for tracking donor contributions, assisting with donor relationship management, collaborating with the Social Media Coordinator to engage new donors, and providing support for fundraising events and campaigns. This position also involves high-level administrative tasks, including but not limited to, managing executive schedules and coordinating meetings.

QUALIFICATION REQUIREMENTS:

• Experience with Federal, State, City and private foundation grant applications in the fields of immigrant rights, social services, health services, youth programs, and community development is preferred.
• 1-2 years of experience in nonprofit direct services and/or program coordination is highly desirable.
• Bachelor’s Degree or equivalent of three years of work experience in the nonprofit sector is highly desirable.

COMPETENCIES:

The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Outstanding emotional and systems intelligence and communication skills (both oral and written).
• Excellent organizational, planning, and presentation skills.
• Exceptional ability to exercise discretion, maintain confidentiality, handle multiple priorities, and demonstrate sound judgment and ethics.
• Ability to analyze and solve problems.
• Understanding of and commitment to SEAMAAC’s mission and values regarding issues of race, class, nationality, religion, age, gender, sexual orientation, and disability.
• Excellent analytical and research skills.
• Self-motivated and detail oriented.
• Advanced level of computer literacy including proficiency with Excel, Word, and online databases
• Ability to work under pressure and meet tight deadlines.
• Experience with coordinating projects and budgets is desirable.

ESSENTIAL FUNCTIONS:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

• Supports senior-level managers and may supervise other support staff
• Ability to work independently as well as with a team
• Provide administrative support to senior-level managers and supervise other support staff as needed.
• Schedule and coordinate executive appointments, meetings, conferences, teleconferences, and travel arrangements.
• Represent the executive in meetings, communicating on their behalf when required.
• Collaborate effectively with all levels of internal management, staff, and external stakeholders.
• Maintain SEAMAAC grants management Shared Drive and Grantseeker database.
• Maintain updated organizational documents for grant submissions and contract conformance.
• Maintain a comprehensive calendar of deadlines for all existing grants and contracts and works with the CEO and program team to remind, edit, and submit program reports in a timely manner.
• Submit required annual financial documents such as Audited Financial Statement, IRS Form 990, Bureau of Charitable Organization Certificates, etc. to funders.
• Create new profiles and maintain existing grant portal profiles for funding opportunities of current funds and new funding opportunities SEAMAAC is pursuing.
• Create templates of questions and requirements for specific funding opportunities and coordinate with respective departmental writing teams to complete them in a timely manner.; revise and update these boilerplates biannually.
• Analyze previous grant applications to ensure a successful methodology is utilized for future grants.
• Use online databases and other sources to locate biographical, financial, and philanthropic information.
• Support and coordinate with respective departmental writing teams in the assembly of grant requests and contract renewals.
• Facilitate communication between SEAMAAC and funders as needed.
• Attend grant-related bidders conferences, webinars and meetings as required.
• Support program leadership with preparations for grant audits, site visits, and other funder requests.
• In collaboration with the Management Team, develop and implement internal organization-wide procedures for grant workflow such as timelines for identifying funding priorities, designing models and templates for metrics and deliverables.
• Research funding opportunities to address specific needs of programs and departments.
• Identify professional development opportunities for effective grant writing and fundraising efforts.
• Assist with tracking donor contributions, donor relationship management, collaborating with the Social Media Coordinator to attract new individual donors, and support with fundraising events and campaigns.
• Other duties as assigned.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Participate in organization-wide work efforts and events.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to speak or hear. The employee regularly is required to stand, walk, sit, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms.

NECESSARY SPECIAL REQUIREMENTS: Applicants must undergo criminal, child abuse and health

background checks. SEAMAAC will consider all applicants fairly and will review background check results to determine whether they affect the applicant’s suitability for the job.

COMMENTS: This description is intended to describe the essential job functions. It is not an exhaustive list of all duties, responsibilities, and requirements. Other functions may be assigned, and management retains the right to add or change the duties at any time. A job offer with SEAMAAC is contingent upon the candidate being fully vaccinated for COVID-19 and providing proof of this vaccination at the start of employment.