Job Overview
The Friends Collaborative's (TFC) Administrative and Relations Coordinator is part of a strong mission-driven team that works to increase accessibility and affordability for families at Quaker schools in Pennsylvania, powered by Pennsylvania’s Educational Improvement Tax Credit (EITC) programs.
The primary responsibilities will be optimizing and strengthening operational and procedural workflows, supporting and working closely with the Executive Director and other TFC personnel, and facilitating communication across numerous stakeholders such as schools, donors, board members and partners. The role requires strong analytical skills and prioritization of systemic efficiency, along with communication expertise and skillful navigation of complex dynamics, strategically managing the intersection of tax credit programs, donor relations, and school partners. Transactional work, regulatory program compliance, and data-driven management and tracking including but not limited to donor EITC contributions, school designations, scholarship allocations, etc. are all staples of the position.
Essential Operational Responsibilities and Functions:
You will be working closely with the Executive Director, COO, and Major Gifts Officer to complete the following tasks. You will be solely responsible for some of these tasks, taking a lead role on some, and be in a supporting role for others. Your exact responsibility in each role will be determined on a task-by-task basis and will likely evolve over time.
Program Operations & Administration
- Manage and maintain TFC’s EITC process workflows with accurate entry, documentation, and compliance with protocols and regulations, including maintaining and optimizing all tracking spreadsheets.
- Assemble, submit and document various time-sensitive EITC administrative and compliance requirements, including but not limited to annual renewals/applications to the Pennsylvania Department of Community and Economic Development (DCED); annual revenue clearance forms to the DOR; Pennsylvania Business Annual Reports to the Department of State; and annual tax files (i.e. Rev1123) to the DOR.
- Compile and submit SPE tax credit acknowledgement and receipt packets to the Pennsylvania DCED within the state regulated timeframe.
- Maintain and implement all financial related operational protocols, including those that utilize QuickBooks.
- Support oversight of technology vendors such as zoom, etc.
- Complete tasks and projects assigned by the Executive Director.
- Contribute to ongoing enhancements of systems, workflows, and program effectiveness.
Donor Operations & Engagement
- Manage donation process workflows and actively monitor and record donor tax credit payments, including checks and any failed ACH payments, etc.
- Update and accurately maintain detailed donor records in our proprietary, internally built database software.
- Oversee e-signature collection pipelines and manage version control on donor EITC contracts generated in PandaDoc software.
- Compile, clean and verify donor status reports for member and partner schools.
- Collaborate to build and distribute relevant marketing materials pertaining to TFC’s EITC program.
- Maintain professional communication with all donor participants, provide support to new participants, and assist with donor follow-ups when required.
- Lead coordination of TFC info sessions and other program-related events, including logistics, participant communications, and post-event follow-up.
Board & Committee Support
- Coordinate communications with schools regarding regular development committee updates, availability of funds, contribution disbursement, scholarship allocations, compliance requirements, annual dues and fees, and donor updates.
- Support clear, timely communication with donors, board members, committee members, and member and partner schools.
- Maintain targeted communication lists for internal and external stakeholders.
- Coordinate logistics and materials for Board and committee meetings, including scheduling, attendance tracking, Zoom meetings, communications, and preparation of summaries.
- Support the Executive Director in managing committee engagement, including maintaining records, preparing materials, and coordinating follow-ups.
- Support onboarding procedures for new board members, partner schools, and committee members.
Required Skills & Qualifications
- Pennsylvania EITC/OSTC Familiarity: Direct experience navigating state tax credit compliance is highly preferred.
- Quaker School Familiarity: Direct experience and/or thorough understanding of the Quaker education system in PA is preferred.
- Organized & Systematic: Exceptional organizational skills and demonstrated ability to manage multiple priorities.
- Hyper-Attention to Detail: Absolute accuracy with data entry and compliance requirements.
- Software Stack Competency: Intermediate to advanced comfort navigating QuickBooks; Experience with PandaDoc, or other contract management software, is a plus
- Data Dexterity: Highly proficient in Microsoft Office (Excel, Word, and PowerPoint), and the Google Office Suite (Sheets, Docs, Slides, and Forms); Ability to maintain data in Excel and Google Sheets, do mail merges in Word and Google, and develop slide presentations in PowerPoint and Google Sheets is critical; Ability to learn, and maintain data in, our custom data management system is required.
- Communication Expertise: Strong written/verbal communication skills with the ability to engage diverse stakeholders and complex dynamics.
- Judgement & Integrity: High level of discretion, sensitivity and professionalism in handling confidential information.
- Self-Directed & Accountable: Strong time-management and self-accountability skills to work productively and independently during remote hours.
- Strategic: Strong analytical and problem-solving skills
Required Application Questions--please respond in writing:
1. The mission of the Collaborative is centered on raising need-based scholarship funds for qualified students to attend Quaker schools. Explain how the mission of the Collaborative resonates with you and detail your knowledge and experience with the Quaker school system.
2. Tell us about your familiarity and understanding of the PA EITC program.
Non-Discrimination:
Guided by our Quaker values and the knowledge that we are strengthened by the rich diversity of our community, The Collaborative is dedicated to promoting diversity, equity and inclusion and is proud to be an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Anyone requiring accommodations in order to fill out the application or to participate in the application process should notify Alex Hansen at [email protected].
Pay: $40,000.00 per year
Benefits:
- Flexible schedule
- Paid time off
Work Location: Hybrid remote in Fort Washington, PA 19034
