Program Assistant

Classification :        Nonexempt

Salary Range :         TBD

Reports to :            President & CEO

JOB DESCRIPTION

The Foundation’s Program Associate provides high-level administrative support to the President & CEO, the Director of Programs as well as staff.  Support includes the Foundation’s grant and scholarship activities and related administrative duties.

Essential Functions

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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Under the supervision of the President & CEO and / or the Director of Programs, this position will perform the following essential functions.

1.     Provide program support to the Director of Programs including :

a.     Assist the Director of Programs with the grant / scholarship software modules (FOUNDANT) and related grant-making process and activities

b.     Assist the Director of Programs with the administration of grant applications, scholarships, including tracking submissions, maintaining records, and communicating with applicants as needed.

c.      Assist the Director of Programs with grant and scholarship-related follow up including reporting and informational videos.

d.     Assist the Director of Programs with data collection and report configuration.

e.     Assist the Director of Programs and the Executive Assistant with organizing and coordinating program and component Fund events and meetings, including logistics, agendas, sign-in sheets, and follow-up actions.

f.       Work in conjunction with the Director of Programs and the Executive Assistant to organize, support, and provide administrative services to the Foundation’s Giving Circles (Field of Interest) Funds.

g.     Assist the Director of Programs with research related to grants (partnerships and best practices) in grant-making and program development.

2.     Provide office administration support including :

a.     Assist with the processing of the mail, including opening, sorting, filing and / or distribution of correspondence, including faxes and email (if applicable).

b.     Screen all incoming emails for distribution using the Proofpoint application on a daily basis.

c.      Coordinate the distribution of thank you letters received from grantee(s) for Fund Advisors.

d.     Assist with the maintenance of the office and staff calendars.

e.     Assist with the maintenance of the office filing system in accordance with the office filing system design and The Foundation’s records retention policy and related procedures.

f.       Assist with the maintenance and updating of The Foundation’s database of profiles, ensuring accurate and up-to-date information.

g.     Assist the Executive Assistant and Director of Programs in the production and distribution of quarterly Fund Statements.

h.     Assist the Executive Assistant with processes and administration with nonprofit capacity-building related activities.

3.     Other duties as assigned.

Competencies

1.     Effective listener with strong written and verbal communication skills.

2.     Excellent typing and writing skills, including proofreading.

3.     Time Management.

Highly organized.

Ability to manage and prioritize multiple projects.

4.     Extensive knowledge of general office procedures and customer service.

5.     Proficient in the use of Microsoft Office products : WORD, EXCEL, PowerPoint, Outlook.

6.     Proficient in database management.

7.     Ability to work independently as well as within a group.

8.     Ability to adapt to changing work environments and new technologies that could be implemented (e.g. new software or database).

9.     Ability to work under pressure when given time-sensitive tasks that are of vital importance to The Foundation.

10. Ability to demonstrate sound judgment.

11. Ability to follow all Foundation Policies and Procedures including Confidentiality Policy.

12. Ability to recognize and understand workflow and connections.

13. Ability to problem solve.

14. Ability to work independently and exercise good judgement regarding performance of daily work responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 9 : 00 a.m. to 5 : 00 p.m.  Occasional evenings and weekends may be required.

Travel

Position may require daily travel related to office operations. No overnight travel is expected for this position. There may be occasional day travel within the region.

Required Education and Experience

Bachelor’s Degree or equivalent with five years of executive-level administrative and program related experience. Nonprofit work experience preferred, but not required.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Dress Code

Business attire is required unless otherwise notified or stated.