Philadelphia Academies, Inc. is looking for an organized, detail-oriented, and passionate professional to support with administrative (operations, finances), communications, and program support tasks, particularly with our 9^th Grade Success Network team. Our 9^th Grade Success Network team provides coaching, professional learning, and other supports to high school leaders at 24 schools in order to increase 9^th Grade On-Track rates for young people in the School District of Philadelphia. Both the organization overall and the 9^th Grade team have grown considerably over the last few years and are in need of administrative assistance to support growing efforts, various projects, and workstreams.

Who We Are: Philadelphia Academies, Inc. (PAI), was established in 1969 to address the dropout crisis plaguing Philadelphia schools through a Career Academy Model which has since been replicated nationally by over 8,000 schools. Today our programming focuses on Workforce Development Initiatives, Teacher & School Leader Support, and real-world Career Experiences. These efforts are designed to focus on generating post-secondary opportunities better suited to achieving our mission of improving outcomes for Philadelphia’s young people.

Position: Special Operations Assistant (full-time)

The Special Operations Assistant is responsible for providing key operational support to the organization at large and the 9^th Grade Success Network team in particular, including financial paperwork assistance and organization, supply management, event planning and management, and communications support.

The Special Operations Assistant reports to the Director of On-Track Success Networks & Evaluation.

The ideal candidate for this position will have experience working in an office or a school setting; have experience with basic event management and financial reporting; have experience with Microsoft Excel, and financial tracking systems; and have strong written and interpersonal communications skills. The ideal candidate also works effectively both independently and as part of a team, is highly organized and detail-oriented, has basic graphic design skills (e.g. experience with Canva), shares the organization’s and program team’s core beliefs, and has a deep commitment to racial and social equity.

Duties and Responsibilities Include:

Event Management and Administrative

• Event management and administrative support for 9^th Grade Success Network-level Community of Practice meetings (quarterly meetings) and other professional learning events for school leaders and teachers, including the two-day Summer Summit and one-day Winter Retreat for the 9^th Grade Success Network schools
• This includes but is not limited to: Event space scouting, event space coordination and contract oversight, coordination of food and beverage, supply management, Sign-in Table preparation and hosting, event set-up and tear-down, taking photos or coordinating with professional photographer, etc.
• Support for other PAI events, including Speech Competition, Interview Expo, Career Days, Annual Gala, and other events as needed
• Greet guests to the office, and manage incoming and outgoing mail
• Administrative tasks, including supply management and organization
• Financial paperwork assistance and budget tracking (e.g. pay vendors/invoices, process American Express monthly billing paperwork, complete Check Request reimbursement forms, track spending for school-level stipends in accordance with each school’s budget, etc.)
• Take notes at meetings/events and summarize themes from school sharing or documents
• Coordinate and book out-of-state travel (flights, hotels, per diems, etc.) for team members
• Other duties as assigned

Communications

• Format, draft content for, and oversee production of 9^th Grade Success Network quarterly e-newsletter, with content support from colleagues
• Support in creating and/or editing fliers, handouts, slide decks, posters, and other communication materials and ensure neat, professional, and consistent branding, formatting, and messaging
• Support with quarterly program report writing and formatting
• Serve as communications liaison from 9^th Grade Success Network team to the PAI Communications Coordinator. Draft caption/description and select photos for social media posts related to 9^th Grade Success Network events.

Additional Qualifications and Required Skills:

• Associate’s or Bachelor’s Degree strongly preferred
• Experience working with public high schools and/or in an office setting
• Strong attention to detail
• Superior organization and time management
• Works well both independently (self-starter) and collaboratively with others
• Strong interpersonal skills
• Strong knowledge of Microsoft Word and Google Suite
• Proofreading and professional writing skills
• Comfort in working with numbers and spreadsheets (e.g. Excel, Google Sheets)
• Some design experience or communications background preferred
• Passion for racial equity and commitment to applying an equity lens to your work

Salary Range: $52,000 -$60,000 with full benefits package including but not limited to Health, Life Insurance, Paid Time Off and 401K.

Please submit a cover letter and resume to Cheryl Lafferty, Senior Program Director, clafferty@academiesinc.org

Candidates who make it to the final round will be asked for three professional references and a work sample. Expected start date is on or around July 8, 2024.

NOTE: Applicants MUST submit a cover letter to be considered.

Please, NO phone calls and NO walk-ins.