I. Organizational Overview

The Philadelphia Activities Fund, Inc. (“Activities Fund”) is a Pennsylvania nonprofit corporation, organized and operating for charitable purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, specifically, for the purpose of providing funds to support, enhance and serve community and recreation organizations and activities within the City of Philadelphia (including, without limitation, sports, dance, arts and health) and encouraging and increasing opportunities for involvement, instruction and participation in activities by diverse constituencies. In accordance with its originating Ordinance (Philadelphia City Ordinance Bill No. 877, as amended), the Activities Fund administers an annual grant program and awards eligible organizations, programs and activities operating in the City of Philadelphia grant funding in amounts not to exceed $9000.00 in any fiscal year. The Activities Fund’s operations are overseen by its Board of Directors who consist of Mayoral and City Council appointees and at-large members dedicated to ensuring eligible grantees meet specified eligibility criteria and funding limitations. For more information regarding the Activities Fund and past grant recipients, please visit its website at www.philaactivitiesfund.org.

II. Contract Description Including Scope of Services and Deliverables

The Activities Fund is seeking proposals for a Program Manager position to provide nonprofit organizational management services. This is a part-time position and will be considered an independent contractor.

A. Scope of Services:

• Receive, process, and respond to correspondence including mail, email, phone calls, voicemail messages, and in-person inquiries regarding the Organization and the grant program;

• Act as a point person for the Activities Fund’s program partners, including, its third-party grant administrator, the Urban Affairs Coalition, and City of Philadelphia District Councilmembers and/or their staff;

• Provide general fiscal administration services, including, but not limited to, manage and track the Activities Fund’s annual appropriation from the City, Council-District grant spending, Council-District grant balances, and payments to third-party vendors. Serve as a point of contact to the Organization’s third-party controller and accounting firm and provide records necessary for the preparation of the Organization’s IRS Form 990 Tax Returns;

• Work in conjunction with the Board Treasurer to ensure the accuracy and integrity of the Organization’s financial activities and records, pay bills, balance checking account and complete reconciliation and work with the organization’s accountant to submit required reports and audit summaries; ensure annual audit and all required tax records and government reports are completed and filed timely;

• Work in conjunction with the Board of Directors and individual committees as applicable to oversee the day-to-day business of the organization; create agendas for, coordinate scheduling of, and attend all Board Meetings and serve as Board secretary; maintain Board meeting minutes and Corporate Minute Book, email meeting agenda and other materials to be provided for meetings to the board members;

• Ensure compliance with the Organization’s Document Retention Policy and maintain hard-copy and electronic files of corporate records pertaining to Fund operations; maintain hard-copy and electronic files of additional organization records including Board Meeting minutes, organization policies and procedures, and financial and audit information. The system used to maintain these records and the data within them will be owned by the Activities Fund and will revert to the Organization when the contract period is completed;

· Work with the Activities Fund insurance broker to maintain all applicable insurance policies, including pricing-out policies and coverages on an annual basis, to ensure the greatest possible value;

· Work with the Fund’s web-design firm to ensure website content and online-applications are up-to-date. Additionally, oversee and manage Activities Fund social media accounts across various social media platforms to highlight the work of the Fund and encourage new organizations to apply for grants;

· Work with the Activities Fund’s legal counsel as needed, to ensure Board and organizational compliance with internal governing documents and any other legal requirements; and

· Other responsibilities that may be negotiated between the Program Manager and the Fund.

III. Qualifications and Proposal Requirements

Ø Qualifications:

Candidates shall:

· Possess at a minimum, a bachelor’s degree from an accredited university and experience managing projects and programs involving multiple stakeholders; and

· Demonstrable experience with nonprofit entities, as well as general knowledge and experience with the rules and regulations applicable to tax-exempt organizations is preferred.

Ø Proposal Requirements:

· Cover letter with a brief description summarizing background, resources, and relevant experience, including, professional history working in similar organization/nonprofit management

· Copy of your CV/Resume

· At least two (2) References from past and/or current positions

· Proposed monthly schedule to complete the scope of work

IV. Independent Contractor Status

The Program Manager position is that of an independent contractor and for the duration of the contract term, the selected individual shall not be an agent or employee of the Activities Fund or the City of Philadelphia. The Program Manager shall have exclusive control over the manner and means of performing the Work set forth in this RFP but will work collaboratively with Activities Fund on the provision of services. The Program Manager shall not entitled to any rights and privileges of employment, including, but not limited to, worker’s compensation, unemployment, insurance benefits and social security coverage, and shall be solely responsible for the withholding or payment of all federal, state, and local personal income taxes.

The Program Manager shall be paid a set amount monthly for services rendered in accordance with the contract with the Activities Fund, as well as any other services assigned by the Board of Directors in addition to those specified here.

V. Contract Term

The selected Individual will provide management services for a trial period of six months before the contract is fully executed. Within 30 days of the end of this trial period, the Board of Directors will determine if the contract will be extended for a full year. The contract may be renewable each year at the Board of Director’s discretion.

VI. Proposal Submission and Deadlines

All proposals are due no later than May 31, 2023 and must be submitted via email to Councilmember Brian O’Neill, Chair of the Board of Directors of the Philadelphia Activities Fund, Inc. at info@philaactivitiesfund.org.

Job Type: Contract

Pay: $45,000.00 - $65,000.00 per year

Experience level:

• 5 years

License/Certification:

• PMP (Preferred)

Work Location: Remote

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