Manager of Events
Department: Development – Rosenbach
Reports to: Director of Development
About The Rosenbach
The Rosenbach, with a reputation for outstanding collections of literature, history and art, has experienced programmatic and demographic growth in the last four years, thanks in large part to a formal affiliation with the Free Library of Philadelphia. To continue its growth trajectory, The Rosenbach has just completed a strategic plan that seeks to reposition the institution as an intellectual center of Philadelphia that offers growing audiences unique and compelling experiences.
Position Summary
The Manager of Events plays an important role at The Rosenbach by working closely with the Director of Development, the Manager of Public Programs, and the Facilities Manager, as well as the special events staff at the Free Library of Philadelphia Foundation (FLPF), to develop and host events that introduce, cultivate, engage, and thank The Rosenbach’s various constituencies throughout the year. The Rosenbach raises all of the money for its own budget each year but also works hand in glove with its formal partner, for which reason the Manager of Events collaborates with colleagues in the development office at the FLPF on some projects.
This position is full-time, non-exempt, and reports to the Director of Development.
This position’s primary responsibilities fall into three categories
Manages Development Events (approx 55%)
Working closely with the Director and the Director of Development, this position manages all annual development events including The Rosenbach’s largest fundraising event of the year, the Rosenbacchanal. The Manager of Events coordinates all Delancey Society events, which include 6-10 Salons (pre-program receptions) and restaurant dinners after programs annually; 3-4 special cultivation/friend-raiser events on- and off-site annually; the Delancey Society Kickoff in the fall and the Delancey Society Holiday Party in December; and Delancey Society Travels programs including the NY Antiquarian Book Fair and occasional special collections tours.
Managing development events includes working with the Director and the Director of Development to identify sponsors and donors; working closely with sponsors and donors to plan events and invite guests; ordering catering; organizing invitations, mailing lists, mailing schedules, and rsvps; organizing and managing staff for events, and managing event follow-up correspondence and appeals.
Project Assistant for Rosenbach Programs including Bloomsday and the Moby-Dick Marathon (approx 40%)
The Manager of Events will work closely with the Manager of Public Programs to assist with logistics for The Rosenbach’s annual public program schedule, including its largest public program of the year: Bloomsday. Responsibilities include maintaining the staff events calendar and coordinating use of space throughout the museum for all programs and events. The Manager of Events will process invoices, arrange for speaker/performer travel and lodging, and ensure programs are set up properly. The Manager of Events will serve as project manager for Bloomsday (spring) and the Moby-Dick Marathon (fall), working with a team of Rosenbach staff members in various departments to ensure a successful event each year.
Manages Site Rentals (approx 5%)
This position manages site rentals by responding to all inquiries via phone, email, and website for rental information; remains on site for most rentals in coordination with the Facilities Manager; and plans logistics of rentals including scheduling staff.
QUALIFICATIONS:
- Bachelor’s degree or commensurate experience
- Minimum 2 years events experience
- Excellent project manager and organizational skills with an attention to detail and follow- through
- Ability to multi-task
- Must work well under pressure
- Must possess excellent communication and interpersonal skills
- Excellent knowledge of Microsoft Word and Excel. Raisers Edge and Publisher experience preferred
This position has a Full Benefit Package: Health, dental, life, and disability insurances; flex benefits and retirement plan; generous leave time allowance
To Apply: Please e-mail cover letter and resume with “Events” in the subject to [email protected]
Development Operations Manager
Departments: Development and Executive Offices – Rosenbach
Reports to: Dual Reporting to Director and Associate Director/Director of Development
About The Rosenbach
The Rosenbach, with a reputation for outstanding collections of literature, history and art, has experienced programmatic and demographic growth in the last five years, thanks in large part to a formal affiliation with the Free Library of Philadelphia. To continue its growth trajectory, The Rosenbach has just completed a strategic plan that seeks to reposition the institution as an intellectual center of Philadelphia that offers growing audiences unique and compelling experiences.
Position Summary
The Development Operations Manager plays an important role by providing administrative support for development-related activities across the Development and Executive Offices. This position supports fundraising activities by working closely with the Director, Director of Development and Development Coordinator in the areas of office management and development operations.
Primary Responsibilities
- Schedule, organize, and prepare for meetings with board members, board committees, donors, and other constituencies
- Communicate with board members and donors in person, by phone, and by email; respond to or triage requests from constituencies
- Process invoices and expense reports
- Work with Raiser’s Edge database to generate simple queries and reports
- Update Raiser’s Edge database with meeting reports and action items provided by the Director, Director of Development and Development Coordinator
- Coordinate and/or assist with large mailings
- Prepare materials for quarterly board meetings and committee meetings as well as reports to board members
- Liaise with the Free Library’s Development Operations office to ensure an efficient and appropriate gift entry and acknowledgement process
- Coordinate special development-related meetings
- Communicate with, schedule meetings for, and elicit reports from staff on behalf of the Director and Director of Development
- Other duties as assigned by the Director and Associate Director/Director of Development
Skills and Knowledge
- Bachelor’s degree in a related field
- A minimum of three years experience in an administrative position, preferably in a not-for-profit development office
- Proficiency in Microsoft Word, Excel and PowerPoint
- Basic database experience – Raiser’s Edge preferred
- Excellent verbal and written communications skills
- Ability to anticipate potential problems and be proactive in solving them
- Ability to present information concisely and effectively, both verbally and in writing
- Ability to organize and prioritize work
- Ability to work independently with little supervision
- Excellent interpersonal skills
This position has a Full Benefit Package: Health, dental, life, and disability insurances; flex benefits and retirement plan; generous leave time allowance
To Apply: Please e-mail cover letter and resume with “Development Operations” in the subject to [email protected]
Senior Accountant
Working under the direction of the Free Library of Philadelphia Foundation (FLPF) Controller, and in collaboration with the FLPF Finance staff, the Senior Accountant provides analysis of all phases of the general ledger, accounts payable, budgeting and financial reporting in a networked computerized system with extensive departmental and project detail.
The Senior Accountant is required to handle complex, non-repetitive transactions to exacting high standards. In addition, he/she is expected to understand all areas of departmental responsibility and to be prepared to perform duties outside the primary area of responsibility when necessary.
Responsibilities:
General Accounting
- Perform monthly and year-end closing procedures.
- Prepare monthly journal entries and supporting schedules.
- Provide analysis, examination, preparation and distribution of monthly financial statements, supporting schedules and detail.
- Maintain general ledger including reconciliation of income statement and balance sheet accounts.
- Assist Controller with preparation for the annual audit and responds to auditors’ requests for documentation.
- Review and reconcile gifts recorded in the G/L against Development’s numbers.
- Review and post cash receipt entries.
- Review, analyze and post accounts payable batches and assist Accounts Payable Coordinator as appropriate.
- Reconcile intercompany account with FLPF
- Unitize endowment investment pool and update balances of participants every month.
- Assist in the preparation of the annual 990 and 1099 reports
- Support the preparation of invoices and reports to grantors
- Create invoices requested by staff.
- Provide analytical support to CFO and Controller on special projects.
- Provide back up to Accounting Supervisor for payroll related functions.
- *** Other duties as assigned/deemed necessary. ***
Budgeting
- Prepare annual budget in conjunction with the CFO
- Monitor budget variances and communicate with department heads on the current status
- Assist with the preparation of financial information for Board meetings as well as Finance committee meetings
Qualifications:
- A Bachelor degree in Accounting, from an accredited college or university is required;
- Two or more years of Senior Accountant experience.
- Comprehensive knowledge of Microsoft Office software is required; general knowledge of computerized accounting systems preferred.
- Experience in not-for-profit environment preferred.
- Excellent communication (verbally and in writing) and interpersonal skills required.
- Attention to detail, accuracy in calculations and documentation, computer keyboarding and 10-key calculator operation, and neat work habits are required.
This position has a full benefit package: health, dental, life, and disability insurances; flex benefits and retirement plan; generous leave time allowance
To Apply: Please e-mail cover letter and resume with “Senior Accountant” in the subject to [email protected].
Visitor Services Assistant
The Rosenbach, a dynamic Center City museum and rare books library, is seeking a Visitor Services Assistant, “VSA.” This is a part-time position that reports to the Rosenbach’s Director of Education. The VSA welcomes visitors to the museum and processes admissions and shop sales.
Primary Responsibilities
- Communicate the various experiences available to museum visitors including tours, programs and memberships
- Process admissions and sales
- Prepare museum for visitation at beginning of day and close at end of day
- Maintain organization and appearance of lobby area, including concierge desk, coat room, restroom area and brochure rack
- Schedule volunteer guides’ tours and breaks
- Answer phone and route calls to proper staff
- Generate reports of daily admissions
- Reconcile and “close out” registers daily
- Other tasks as assigned by supervisor, including staffing special events and professional errands
This is a part-time position with a regular shift from 4:30 to 8:30 pm on Tuesday evenings and additional hours on an as needed basis. Typically, the VSA works between 20 and 45 hours per month.
To Apply: Please e-mail cover letter and resume with “Visitor Services ” in the subject to: [email protected]