Careers at First Up

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Open Positions:

 

Senior Director – Finance & Operations

 

First Up is partnering with Bob Madonna (Diversified Services LLC) on a search for a Senior Director of Finance & Operations to lead the financial and operations efforts of a nonprofit in Philadelphia, PA that has been serving the community for over 50 years.

A child’s first eight years are a crucial time in their educational development. That’s why First Up works directly with early childhood educators and professionals. We provide them best-in-class training, specialized for their needs, and offer affordable technical assistance to ensure that organizations run effectively.

Over the last 50 years, First Up has made many significant, positive impacts on the Early Childhood Education (ECE) sector in Southeastern Pennsylvania. Our technical assistance team has helped hundreds of early childhood programs reach national accreditation standards. Our advocacy team has created a statewide grassroots advocacy network that has grown to more than 3,000 individuals and organizations working each day to influence public policy.

By supporting the continual improvement of ECE professionals and organizations, First Up has become the Greater Philadelphia Region’s most trusted partner and advocate for high-quality early childhood education.

This distinction enables us to create new connections with government officials, partners, and funders to establish a collaborative network dedicated to improving the education of our youngest learners, today and every day to come.

Reports to: Executive Director

Postion Status: Full Time, Exempt

Position Objective:

The Senior Director of Finance & Operations (Senior Director) provides strategic, forward-thinking insight and leadership in the areas of finance, facilities, operation, HR, and information technology. They oversee management and strategic decision-making and financial outcomes with the Board of Directors, and the Executive and Senior Leadership Teams of First Up. They will ensure the appropriate and adequate stewardship of First Up assets and mitigation of risk to ensure the efficient and safe delivery of First Up’s purpose, enriching communities, one client at a time.

Using their strategic-thinking and professional insight, this individual can identify, research, select, and champion the implementation of large projects and initiatives that transcend across teams and programs and sustain the desired change over time. They are a change leader who seeks and finds ways to modernize and streamline processes while ensuring the teams under their responsibility maintain a customer-centered approach. Key Performance Indicators are used to help determine if all departments are making an impact, demonstrating value, managing resources, and focusing on improvement efforts.

The Senior Director of Finance & Operations reports directly to the Executive Director. They will use data to empower other executive leaders and the Board of Directors in their decision-making process. Their ability to analyze industry and economic trends, as well as shape strategy and direct annual priorities within the finance, facility, operations, HR, and information technology teams are critically important.

The Senior Director will have the opportunity to evaluate current strategies, consolidate strengths, and develop a finance and operations plan for the present and the future.

If you want to make a significant difference in the community and have a passion for improving the lives of children by ensuring every child from birth to age eight has access to the highest quality care and education, consider joining the First Up team.

First Up envisions a society in which early childhood professionals are highly skilled and valued; families have the knowledge, capabilities, and resources to guide their children’s learning; and every young child has a quality start that lasts a lifetime.

We empower and equip early childhood professionals, families, and other adults influential in young children’s lives through training, coaching, and advocating to positively impact educational and developmental outcomes for young children.

Key Responsibilities:

• Work closely with the Board of Directors, Executive Director, and Senior Leadership Team to assist First Up in fulfilling its mission.
• Work across all teams to ensure First Up’s strategic plan becomes operational.
• Provide professional staff leadership to the Finance Committee of the First Up Board of Directors. Attend and actively participate in Board of Director’s meetings as well as any appropriate ad hoc and subcommittees of the Board of Directors.
• Maintain assigned external relationships including federal, state, and other partners.
• Manage all financial, project/program, donation, and grants accounting.
• Provide oversight and control of investment policy compliance, the system of internal control, and other accounting procedures.
• Lead annual budgeting and planning process in conjunction with the executive leadership team. Administer and review all financial plans and budgets; monitor progress and changes and keep the Board and senior leadership team abreast of the organization’s financial status.
• Ensure the delivery of timely and accurate monthly, quarterly, and year-end financial reports for the Board, Executive Management, and other organizational stakeholders.
• Ensure First Up is prepared for all audits and regulatory reviews and that all filing requirements (e.g., tax) are met in all operational states or at the federal level ahead of deadlines.
• Supervise a team of seven, (7) employees (including 2 direct reports) along with outside contractors and provide leadership and support as needed.
• Develop and maintain billing policies and procedures to ensure compliance with regulatory requirements.
• Ensure that First Up is adhering to Generally Accepted Accounting Principles, (GAAP) and financial accreditation standards.
• Create and implement policies and procedures to strategically manage assets and resources of First Up, including the use of outside consultants or outsourced operations as needed.
• Provides oversight of capital expenditures, including identification, prioritization, and implementation schedule of projects.
• Provide oversight and management to the risk management functions of First Up related to commercial lines of insurance and business continuity.
• Lead the overall strategy and vendors overseeing optimization of revenue cycle operations, systems, policies and procedures, charges, claims processing, and self-pay collections.
• Meet with key customers and strategic industry partners to build relationships.
• Drive profitability of the P&L and execute the overall business plan to reach goals.
• Identify challenges, develop solutions, and remove operational barriers to success.
• Coordinate the preparation of financial statements, financial reports, special analyses, and information reports.
• Continually improve the timeliness and accuracy of the organization’s cash flow and management of the billing and collections process and month end, quarterly and year end closings.
• Ensure compliance with all tax reporting requirements including income tax, and employment taxes.
• Provide timely, accurate analysis of budgets and financial reports to assist the Executive Director and other executives with their responsibilities.
• Oversee completion of timely annual audited financial statements.
• Evaluate and advise on the financial impact of long-range planning, introduction of new programs/strategies and regulatory action.
• Optimize the handling of bank and deposit relationships and initiate appropriate strategies to enhance cash position and manage cash flow investment risk and yields.
• Develop a reliable cash flow projection process and reporting mechanism that includes minimum cash threshold to meet operating needs.
• Be an advisor, from a financial perspective, on any contracts the organization may enter.
• Update and implement all necessary business policies and accounting practices and periodically update the organization’s accounting manual.
• Direct the management of grants reporting, compliance, and reconciliation.
• Manage, oversee, process (as appropriate), and act as back-up for processing all of the following transactions: payroll, accounts payable, accounts receivable, revenue and expense, fixed assets, cash, bank reconciliations and allocations.
• Oversee and lead month-end closing procedures, including overhead allocations, account reconciliations and updating schedules.
• Perform other financial-related duties as required.
• Become an active part of the development team, helping create and implement fundraising strategies/campaigns, and also writing/editing proposals as needed; as assigned, this includes identifying and cultivating relationships with donors/sponsors to secure financial support.
• Manage and optimize internal processes to enhance productivity, streamline workflows, and improve operational efficiency to ensure programmatic success.
• Oversee staff/programs, as assigned, and improve programmatic accountability systems, as needed, while also working with program managers to ensure coordination of initiatives.
• Implement recruitment and onboarding process for new staff; organize training for all staff; and help the Executive Director, reward, incentivize, and develop staff.
• Evaluate vendor and contractor relationships to ensure effective utilization of resources.
• Oversee and lead annual budgeting and planning process in conjunction with the leadership team.
• Work with senior management to assure a dynamic, team-focused culture that encourages and respects multiple perspectives and sets clear organizational goals.
• Manage relationship with outside corporate and not-for-profit counsel.
• Review all contracts and agreements and seek outside legal advice when needed.
• Proactively escalate any issues that may require legal support.
• Regularly monitor potential situations that may result in financial or reputational risk.
• Work closely with its outside insurance broker to create annual risk management plan and secure appropriate levels of insurance coverage.
• Oversee organization-wide technology systems and digital security.
• Identifies and champions opportunities for streamlining and improving technology, including integration across applications, workstream efficiencies, and internal communication platforms.
• Ensures that there are updated operational policies, systems, resources, and training for security, safety, and emergency protocols.
• Oversees virtual and physical office administration, safety and accessibility of

Qualifications

• Strong leader, willing to share information and serve as a mentor.
• Participate in the organization's development plans and programs as a strategic partner.
• Provide strategic financial input and leadership on decision-making issues affecting the organization (i.e., growth, new markets, and evaluation of potential alliances, employee benefits, retirement plans, and investments).
• Strategic thinker who possesses solid business acumen and can organize and manage multiple priorities.
• Exceptional verbal and written communication skills and the ability to interact effectively with others, both internally and externally.
• Excellent time management skills with the ability to perform multiple tasks and meet critical deadlines while maintaining accuracy and quality.
• Proven ability to make complex and time-sensitive decisions in the best interests of the organization.
• Ability to navigate through complex financial situations to maximize results.

Education/Relevant Work Experience

• Bachelor’s degree in accounting.
• A minimum of 8 years in a financial leadership role managing people.
• Five plus years of non-profit accounting and operations experience.

Organizational

• Adheres to the organization’s mission, vision, and values.
• Adheres to the organization’s policies regarding time and attendance.
• Complies with accepted dress code and maintains a professional image.
• Demonstrates reliability and trustworthiness.
• Manages time and other resources to meet established goals within the agreed upon time frames.
• Demonstrates flexibility in the acceptance and completion of work assignments.
• Participates in the department’s performance improvement activities.
• Maintains consumer/employee confidentiality in the management of information.

Experience

• 3 or more combined years of early education or advocacy experience.
• Demonstrated strong ability to work effectively under pressure to meet critical deadlines.
• Demonstrated strong ability to work independently and as a member of a team.
• Demonstrated excellent problem-solving skills.
• Demonstrated ability to influence diverse stakeholders.
• Evidence of strong communication and presentation skills.

Location

First Up operates in Philadelphia, PA. Administrative offices are at 1608 Walnut Street, Suite 300 Philadelphia, PA 19103.

Compensation

The annual base salary for this role ranges from $110,000 to $130,000 based on experience.

Benefits

• Health, dental and vision coverage starting on day one of employment.
• 403(B) plan up to 5% match contribute by First Up with no vesting.
• Flexible spending accounts
• Life insurance, (First Up pays the premium)
• Short Term Disability, (First Up pays the premium)
• Long-term disability, (First Up pays the premium)
• Workers Compensation Insurance, (First Up pays the premium)
• Vacation - accrue 3 weeks’ vacation the first year with increases based on years of service.
• Sick time – accrue 4 hours per month, (6 days per year)
• 2 personal days per year
• Paid time off for bereavement, jury duty, and parental leave
• 14 company-paid holidays
• Up to $1,000 in personal development funds and other paid professional opportunities.

Application Process

First Up is conducting this search in partnership with Diversified Services LLC. Bob Madonna is leading the efforts. Confidential recommendations, nominations, or personal inquiries may be sent to him (bobmadonna@verizon.net).

Employment Opportunities and Conditions

First Up is an Equal Opportunity Employer and is committed to the principle of equal employment opportunities for all employees and applicants and prohibits discrimination and harassment of any type without regard to race, color, religion or belief, age, sex, national, social or ethnic origin, disability status, HIV status, family medical history or genetics, protected veteran status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, family or parental status or any other characteristic protected by federal, state or local laws.

All applicants are required to obtain a Pennsylvania Child Abuse Clearance, Pennsylvania Criminal History Report and FBI Criminal History Report.

 

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Equity Initiatives Manager

Department: Equity Initiatives

Reports to: Director of Family and Equity Initiatives

Position Summary:

The Manager of the Equity Initiatives at First Up will oversee the implementation, coordination, and expansion of various programs aimed at promoting equity, diversity, and inclusion within the early childhood education sector. This role involves supervising an Early Learning Specialist and a Professional Development Instructor, leading a team in their efforts to support positive racial identity development and anti-bias education. This position will work intentionally with community partners to support ECE programs, centers, and schools. At First Up, a strengths-based perspective and approach to professional development is utilized. Whenever possible, a mutual learning partnership is created to share responsibility and accountability for project goals. The manager will collaborate with internal and external partners to ensure the success of projects, maintain alignment with First Up's mission and core values.  

Essential Functions:

• Support the implementation and management of the Anti-Bias and Antiracist Education work as the operations project lead.
• Plan, design, evaluate, and coordinate delivery of impactful professional learning communities focusing on race equity, positive racial identity development and anti-bias education based on learner needs using adult learning principles, cultural competencies, and current research.
• Build systems for recruitment, data collection and successful program goals.
• Manage and adjust any changes in project scope, schedule and or budget. 
• Prepare a detailed project timeline to ensure key project milestones, contracts, and activities are completed on schedule.
• Keep abreast of current ECE landscape to plan and adjust deliverables as needed and to serve as a resource for project participants. 
• Provide regular verbal reports on project status to Director of Family and Equity Initiatives and project team and written reports to project funders using the agreed upon schedule.
• Collaborate and serve as a liaison between all First Up departments to ensure coordination of professional development services within departments

Additional Functions:

• Serve as an ambassador to First Up project partners and participants through effective communication, meeting attendance, and collaboration. 
• Market First Up services consistently within the greater ECE community and beyond.
• Attend professional development to enhance abilities to serve practitioners. 
• Maintain Pennsylvania Quality Assurance System Instructor Certification.
• Supervise staff, providing coaching and professional development as needed.
• Other duties as agreed upon.

Minimum Job Requirements

Education

Bachelor’s Degree in Early Childhood Education; advanced degree preferred. Specialized certifications welcomed. Related degrees and ECE experience considered. 

Experience 

• 2 or more years as an ECE practitioner in an early childhood program: NAEYC accredited or PA Keystone STAR 3 or higher center preferred
• 2 or more years as an educator in both ECE and Elementary settings for projects that span Preschool to Grade 4
• 3 or more years of Managerial experience preferred

Specific Skills  

• Knowledge of PA Keystone STARS and NAEYC accreditation and developmentally appropriate practices for ECE
• 1-2 years of training and facilitation preferred.
• Demonstrated ability to work independently and as part of a team.
• Demonstrated effective organizational, communication, and time management skills.
• Demonstrate proficient computer skills, including word-processing, databases, and internet use.
• Experience supporting ECE practitioners addressing, building and maintaining more equitable, anti-bias, and anti-racist early care and education programs.

Organizational Core Competencies 

1. Quality -Applies feedback to improve performance; demonstrates accuracy and thoroughness; displays commitment to excellence; looks for ways to improve and promote quality; monitors own work to ensure quality.
2. Communication- Ability to effectively express thoughts and ideas in written and oral form; actively listens and requests clarification when needed; responds well to questions; keeps others adequately informed; selects and uses appropriate communication methods.
3. Teamwork-Balances team and individual responsibilities; contributes to building a positive team spirit; exhibits objectivity and openness to others' views; gives and welcomes feedback; puts success of team above own interests.
4. Continuous Learning- Assesses own strengths and areas of development; pursues training and development opportunities; seeks feedback to improve performance; shares expertise with others; strives to continuously build knowledge and skills.
5. Initiative-Asks for help when needed; looks for and takes advantage of opportunities; seeks increased responsibilities; takes independent actions and calculated risks; undertakes self-development activities; volunteers readily.
6. Cultural Competency -Shows knowledge, respect, and sensitivity for cultural differences; demonstrates awareness of personal social location; exhibits continuous learning practices in DEIB (Diversity, Equity, Inclusion and Belonging); promotes a harassment-free environment and culture of belonging.
7. Problem solving/adaptability - Gathers and analyzes information skillfully; identifies and resolves problems in a timely manner; works well in group problem solving situations; accepts constructive feedback; changes approach or method to best fit the situation; manages competing demand; develops innovative approaches and ideas.
8. Project Management - Communicates changes and progress on projects; completes projects on time and budget; develops project plans and coordinates project; sets expectations and monitors delegated activities; provide team members with regular performance feedback.
9. Decision Making - Displays willingness to make decisions; exhibits sound and accurate judgment; includes appropriate people in decision making process; makes timely decisions; supports and explains reasoning for decisions.

Compensation

$60,000 - $70,000 plus a highly competitive benefit package.

Working Conditions

First Up offers a hybrid work arrangement with in-person and remote work options available. Primarily, staff members work remotely but should be available for in-person meetings as projects and/leadership require.  

 

First Up is an equal opportunity employer and does not discriminate against any employee or job applicant on the basis of race, color, sex, gender, age, marital status, parental status, sexual orientation, religion, disability, or public assistance status in the recruitment, hiring, training, compensation, promotion, transfer, layoff, recall and termination of employees. First Up is committed to building a diverse, inclusive and equitable work environment. Those who identify as BIPOC, LGBTQ+, and other members of underrepresented communities are encouraged to apply. 

 

NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the organization. 

 

Application Process

Please send your cover letter and resume to Lisa Browne, Director of Family and Equity Initiatives (lisa.browne@firstup.org).

 

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Events Specialist

Department: Operations

Reports to: Director of Operations

Position Summary:

1. The Special Events Specialist is responsible for supporting special events across all departments at First Up. This person will be responsible for gathering objective specific information from each dept as it pertains to special events, and then designing and executing the events in collaboration with the department to meet those objectives.  Candidates from backgrounds traditionally underrepresented in the non-profit sector are especially encouraged to apply

Essential Functions:

• Budget, plan, organize, implement and evaluate all special event activities, including conferences, fundraising events, program celebrations, and any others across multiple depts.
• Actively run all events to ensure they proceed as planned.
• Communicate with all vendors and suppliers before, during and after the event.
• Manage the event to the budget
• Handle problems that arise to help the event function smoothly.
• Ensure that events comply with insurance, health and safety standards.
• Coordinate with First Up’s Communications Department for advertising and promotional needs.
• Execute and track proposals and sales contracts for events, providing regular reports toward goals on sales, inventory and attendance. 
• Coordinate use of building space, including elevators, with staff and vendors.
• Ensure support or be present on-site for day of event logistics from load-in prior to the events through break-down after completion of the event.
• Perform follow-ups with clients once the event has been completed, asking for testimonials (if applicable) and feedback.
• Demonstrates ethical business practices; demonstrates and conducts oneself in a manner consistent with the organization’s mission statement and core values
• Other duties as assigned.

Minimum Job Requirements

Education

Bachelor’s Degree preferred but not required. We value diverse forms of expertise and lived experience.

• Life experience that shows the ability to work independently and as a member of a team.
• Life experience that demonstrates the ability to confront a challenge and find a solution
• Life experience that demonstrates the ability to successfully communicate with a wide variety of people
• Life experience that demonstrates the ability to budget, plan, organize, implement and evaluate special events. Varied special event experience across different kinds of venues a plus!

1. Core Competencies Quality -Applies feedback to improve performance; demonstrates accuracy and thoroughness; displays commitment to excellence; looks for ways to improve and promote quality; monitors own work to ensure quality.
2. Communication- Ability to effectively express thoughts and ideas in written and oral form; actively listens and requests clarification when needed; responds well to questions; keeps others adequately informed; selects and uses appropriate communication methods.
3. Teamwork-Balances team and individual responsibilities; contributes to building a positive team spirit; exhibits objectivity and openness to others' views; gives and welcomes feedback; puts success of team above own interests.
4. Continuous Learning- Assesses own strengths and areas of development; pursues training and development opportunities; seeks feedback to improve performance; shares expertise with others; strives to continuously build knowledge and skills.
5. Initiative-Asks for help when needed; looks for and takes advantage of opportunities; seeks increased responsibilities; takes independent actions and calculated risks; undertakes self-development activities; volunteers readily.
6. Cultural Competency -Shows knowledge, respect, and sensitivity for cultural differences; demonstrates awareness of personal social location; exhibits continuous learning practices in DEIB (Diversity, Equity, Inclusion and Belonging); promotes a harassment-free environment and culture of belonging.
7. Problem solving/adaptability - Gathers and analyzes information skillfully; identifies and resolves problems in a timely manner; works well in group problem solving situations; accepts constructive feedback; changes approach or method to best fit the situation; manages competing demand; develops innovative approaches and ideas.
8. Project Management - Communicates changes and progress on projects; completes projects on time and budget; develops project plans and coordinates project; sets expectations and monitors delegated activities; provide team members with regular performance feedback.
9. Decision Making - Displays willingness to make decisions; exhibits sound and accurate judgment; includes appropriate people in decision making process; makes timely decisions; supports and explains reasoning for decisions.

Compensation

$48,250 - $58,000 plus a highly competitive benefit package.

Working Conditions

Currently, First Up offers a hybrid work arrangement with in-person and remote work options available. Primarily, staff members work remotely but should be available for in-person meetings as projects and/leadership require.

First Up is an equal opportunity employer and does not discriminate against any employee or job applicant on the basis of race, color, sex, gender, age, marital status, parental status, sexual orientation, religion, disability, or public assistance status in the recruitment, hiring, training, compensation, promotion, transfer, layoff, recall and termination of employees. First Up is committed to building a diverse, inclusive and equitable work environment. Those who identify as BIPOC, LGBTQ+, and other members of underrepresented communities are encouraged to apply.

 

NOTE:  This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

 

Application Process

Please send your cover letter and resume to Drew Martin, Director of Operations (drew.martin@firstup.org).

 

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