Manager, Ellis Trust

Heights Philadelphia • Philadelphia, PA

1d • $59,000 - $65,000 • Hybrid

About The Position

The Manager of the Charles Ellis Trust for Girls contributes to a unique and deeply meaningful grantmaking program that helps Philadelphia high school girls access the resources they need to succeed in school and beyond. The Charles E. Ellis Trust for Girls helps eligible young women from low-income communities achieve their goals through education. The Trust annually awards Ellis Tuition Assistance Grants to high school students in need of tuition aid, and Ellis Enrichment Grants to cover a range of high-impact enrichment programs and basic school needs. The Manager supports the day-to-day administration of the Program while collaborating internally with partners across Heights Philadelphia and externally with the broader community to ensure that funding reaches the right students and makes a meaningful difference in their educational experience. You Will Help Us Achieve: The annual distribution of over $1.8 million in student grants, delivered with accuracy, efficiency, and integrity. Improved access to educational and enrichment opportunities for high school girls in Philadelphia, especially those most impacted by financial barriers. Strong oversight of all financial, compliance, and reporting systems required to steward the Trust’s resources responsibly. Increased visibility and engagement for the Ellis Trust and Heights Philadelphia through partnerships with schools, program providers, and the broader community.

Requirements

• Bachelor’s Degree required, advanced degree preferred.
• Minimum five years work experience.
• Direct experience working with high school age students in schools, OST, advising or other settings.
• Strong interpersonal skills, with demonstrated ability to build positive and productive relationships with school-aged students and their families, within an organization and with partners
• Experience in student recruitment, admissions, public service or educational program management within a nonprofit setting
• Strong budget management with direct experience managing the disbursement of financial resources within established funding parameters.
• Prior experience supporting intake processes preferred, including experience tracking and reviewing financial requests, determining eligibility based on established guidelines, making equitable decisions.
• Adept at managing multiple priorities, both independently and in collaboration with others in the organization, delivering results.
• Understand and intentionally acts on priorities; ensures efficient and effective use of time and resources to achieve results
• Dedicated remote work area that is quiet enough for employee to concentrate is required.
• Must have homeowner’s or renter’s insurance and the ability to comply with company technology, safety, and health requirements.
• Ability to travel on occasion as required to attend meetings and/or events.
• Ability to frequently operate a computer and other office productivity machinery.
• Ability to lift up to twenty (20) pounds.
• Ability to perform the essential functions with or without a reasonable accommodation.
• May require more than forty (40) hours per week to perform the essential duties of the position.
• In addition to your experience, expertise and strengths, you must meet PA State background check requirements [PA Criminal, PA Child Abuse and FBI Fingerprint Check] at hire and every five years thereafter.
• You’ll also need to adhere to COVID safety guidelines as required by the Department of Human Services and/or the School District of Philadelphia.

Responsibilities

• Collaborating with Director, Ellis Trust in monitoring progress towards the disbursement of $1.8 million in funding to qualified participants
• Owning the end-to-end application cycle for both the Enrichment Grant (approximately 250 girls attending public school) and the Tuition Assistance Grant (approximately 450 girls annually), including but not limited to the student and family outreach, application workshops, and application review.
• Advising and supporting approximately 250 public school students through the enrichment program selection process at the time of acceptance into the Ellis Trust scholars program each year.
• Demonstrating Heights values while serving as a representative of both Heights and the Ellis Trust at Ellis Trust events, school information sessions, community organization events, and internally to Heights staff.
• Preparing and distributing the monthly Ellis Trust newsletter to current Ellis Trust scholars and families to promote enrichment program providers, highlighting student outcomes, and featuring important upcoming deadlines.
• Launching and building quarterly alumni spotlight series to create mentorship opportunities and wraparound support.
• Collecting invoices from external partners and schools to prepare weekly funding disbursement requests.
• Managing grant funding requests, including all required student and partner documentation to ensure ongoing compliance with Ellis Trust regulations.
• Tracking weekly payment statuses and escalate any discrepancies to upper leadership in a timely manner.
• Administering the Back to School Awards annually to Enrichment Grant recipients, including verifying recipient address information, vendor data entry into Bill.com, and confirming payment method with students and families.
• Managing accurate record keeping within Ellis grantmaking systems, including vendor payments details in Bill.com, acceptable financial documents and student records in Submittable and student information and funding requests in Salesforce.
• Creating, updating, and maintaining Ellis Trust internal and external documents, including but not limited to Standard Operating Procedures, communication templates, and outreach materials.
• Supportinging Ellis Enrichment Program Provider compliance by tracking and reviewing Ellis partner documentation, managing the student and program provider feedback processes, and maintaining the Enrichment Provider database.
• Maintaining appropriate documentation and records to support the timely completion of an annual fiscal audit of Ellis activities .
• Creating and administering the 12th grade survey annually to track Ellis Trust student outcomes.
• Supporting Ellis Trust scholars in their participation in Heights programming and events, including tracking invites, participation and providing supplies where necessary.
• Responding to Ellis Trust general inbox emails and phone calls from parents/guardians, students, Enrichment program providers, CBOs and school personnel in a timely manner.

Benefits

• Generous medical, dental & vision insurance for employees and eligible dependents, which cover 90% of costs for employee coverage
• Paid time off including 17 personal days, 6 sick days, 12 federal holidays and 2 floating holidays, and two (2) week-long office closures, one at the end of the calendar year and another in spring.
• Twelve (12) weeks of paid parental leave to support new parents
• Provision of a technology stipend to offset internet and cell phone costs
• Short and long-term disability coverage
• Semi-monthly staff gatherings and resources for targeted professional development opportunities
• 401(K)-retirement savings plan with an employer matching contribution

What This Job Offers

• Job Type: Full-time
• Career Level: Manager