Fiscal Sponsorship Account Manager

Position Overview

CultureWorks serves as the nonprofit home to 90+ fiscally sponsored projects across the cultural, heritage, and social impact sectors, reflecting Philadelphia’s diverse cultural community. Each Fiscal Sponsorship Account Manager serves the primary point of contact and administrative support for a portfolio of approximately 30-35 projects, handling crucial functions in bookkeeping, contract management, insurances, employee onboarding, fundraising support, legal/nonprofit compliance, and more. The Fiscal Sponsorship Account Manager must provide timely, accurate, and detailed administrative support for projects, with high-quality customer service, a priority on relationship-building, and a deep commitment to equity and inclusion.

The Fiscal Sponsorship Account Manager is part of a staff team that works collaboratively to problem-solve and respond to project needs as they come up. While each Account Manager focuses on a smaller portfolio in the day-to-day, the whole team shares responsibility for the well-being of the entire fiscal sponsorship portfolio. 

Reports to: Co-Executive Director, Membership + Development Strategy 

Hours: Part-time, 30 hours/week, ability to set flexible schedule within standard business hours

Salary: $41,000 annually plus benefits 

Location: Hybrid, 2 days on-site / remainder remote 

Anticipated Start Date: October 1

About CultureWorks

Since our founding in 2010, CultureWorks Greater Philadelphia has supported hundreds of culture, heritage, and social impact initiatives — the visionaries who shape Philadelphia’s thriving landscape.

We offer equitable access to management resources, including a full-service fiscal sponsorship program, a creativity-centered co-working space in Center City, and workshops and events dedicated to strengthening community-rooted organizations.

Our services are tailored for artists, social entrepreneurs, and creative small businesses who create immense value in our communities, but who may not otherwise have the capacity to manage their own nonprofit organization

Through our charitable trust, CultureTrust Greater Philadelphia, we partner with 90+ fiscally sponsored projects to optimize their operations so they can grow and sustain their programming.

Position Roles & Responsibilities

The Fiscal Sponsorship Account Manager provides full-service support for a portfolio of 30-35 fiscally sponsored projects, across a range of budget sizes, activity levels, and disciplines. Note that some duties may be divided between Account Managers to allow for smooth workflow, but all Account Managers should be capable of carrying out the range of duties below.

Portfolio Management & Communications (25% + tied in with all areas below)

• Serve as the primary point of contact for your portfolio and maintain regular, proactive communications with warmth and care.
• Develop a thorough understanding of the Fiscal Sponsorship Manual, policies/procedures, and tools/platforms (e.g. Sage Intacct, Notion, Airslate, etc.), and support project directors in successfully managing their own projects.
• Collaborate with the team to plan and implement activities that support fiscally sponsored projects, such as workshops and training materials, the Member Summit, and annual recertification process.
• Participate in the intake and onboarding processes for new projects. Manage the exit process for any projects in your portfolio going dormant or closing out.
• Maintain positive relationships with foundations, programming partners, and institutions relevant to the fiscal sponsorship portfolio.
• Foster a member-driven culture of collaboration, innovation, and excellence in service delivery, and encourage feedback and participation from members.
• Participate in weekly team meetings, staff one-on-ones, project check-ins, responding to support tickets, and other duties as assigned.

Bookkeeping & Financial Management (50%)

• Process Accounts Payable and Accounts Receivable for your portfolio on a weekly basis to ensure accurate and timely financial records (via Sage Intacct).
• Monitor projects’ account balances, prepare financial reports, and maintain financial documentation.
• Support accurate and timely monthly, quarterly, and year-end close processes, as well as the annual audit, 990, and other compliance processes.
• Implement internal controls and financial and risk management procedures to support accurate books and a clean audit report.

Contract Management & Insurances (10%)

• Ensure all project paperwork is processed, executed, and managed properly. Maintain project files in the shared drive and via all appropriate tracking mechanisms.
• Conduct a first-pass review of contracts/agreements and prepare them in a weekly batch for signing by the Co-Executive Director. 
• Serve as the intermediary between project directors and our insurance broker, including adding/updating liability insurances and submitting COI requests.

Fundraising Support (10%)

• Ensure projects have the tools and information needed to carry out their own fundraising efforts, such as providing financial reports or documents needed for grant applications, helping projects set up online giving platforms, and responding to questions.
• Record grants and/or reports in the appropriate tracking systems, and remind project directors about upcoming due dates.
• Prepare and send donor acknowledgement letters.

Employee Onboarding (< 5%, or as needed)

• Ensure project directors understand the hiring process and have the information they need when hiring new employees.
• Send employee onboarding paperwork to new hires (via Airslate), and coordinate with the Senior Finance Director to ensure timely and accurate set-up of payroll and benefits.

Legal/Nonprofit Compliance (< 5%, or as needed)

• Ensure projects remain compliant with business / nonprofit regulations, and communicate with projects regarding any issues that may arise.
• In collaboration with the Co-Executive Directors, support projects in accessing legal counsel as needed.

Skills & Experience

• 5+ years’ experience in nonprofit administration, with general knowledge of fiscal sponsorship/nonprofit finances, operations, and fundraising.
• Substantive training and experience in bookkeeping and/or nonprofit accounting.
• Excellent customer service and communication skills; able to clearly communicate complex information to others with warmth and care.
• Highly detail-oriented and organized; able to learn quickly and complete a wide range of tasks with an exceptional degree of accuracy and timeliness.
• Able to handle confidential information in a discreet, professional manner.
• Proactive problem-solving and healthy conflict management skills.
• Self-motivated and able to work independently, while also collaborating with a team.
• Proficiency in workplace technologies, including Google workspace, Microsoft Office, online payment platforms, CRMs, databases, accounting software, etc. Familiarity with Sage Intacct is a plus.
• Comfortable utilizing AI technology when appropriate to support smooth operations, while maintaining strong critical thinking and discernment. An entrepreneurial/start up background is a plus.
• Deep familiarity with Philadelphia’s arts, culture, heritage, and social impact sectors, including an understanding of the city’s historical context.

Compensation

This is a part-time, 30-hour/week position, which qualifies for health insurance benefits. There may be opportunities to increase to full-time hours (with corresponding pay) over time. We have intentionally structured this as a part-time position to allow scalability of our portfolio, and to support a healthy work/life balance for cultural workers and caregivers.

The annual salary is $41,000, to be paid monthly. CultureWorks offers unlimited PTO, subject to conditions as laid out in the employee manual. Employee health insurance premiums are covered at 90% for an HMO plan and 80% for a PPO plan. Vision, dental, and disability plans are also provided. 

To Apply

Please submit a cover letter describing your interest in this role along with a resume detailing your relevant work experience. Send your cover letter and resume to jointheteam@cultureworksphila.org by August 31. 

The application process will involve three rounds: an initial screening call, an in-depth interview with the Co-Executive Directors, and a final round interview with the full fiscal sponsorship team. We anticipate hiring two Fiscal Sponsorship Account Managers at the same time, aiming for an October 1 start date.

No unsolicited phone calls or visits, please.

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.