Program Associate, Education and Workforce Programs - A

PURPOSE OF THE JOB

The Education and Workforce Program Associate for the Massachusetts Life Sciences Center (MLSC) is responsible for providing primary support for certain education and workforce development grant programs.

The Program Associate will report to the Manager of Education and Workforce Programs and work closely with all team members to promote access to high quality STEM education across Massachusetts.

The role will support all phases of the grant process through skillful communication and coordination with grant applicants, awardees, vendors, and coordinating and engaging with MLSC’s internal Finance, Legal, and Marketing & Communication teams.

FUNCTIONS AND RESPONSIBILITIES

The Program Associate will work collaboratively with the Education and Workforce team to implement and administer multiple grant programs.

The Program Associate must possess strong organizational, communication, time management, customer / client service, and attention to detail skills.

The Program Associate develops and maintains clear communication of expectations with grant applicants, awardees, and vendors, cultivating relationships and ensuring compliance with grant Agreements.

Specifically, the Program Associate will :

• Identify strategies for outreach and support for school districts and higher education institutions.
• Manage and meet timelines and deliverables.
• Assist in the continuous improvement, design, development, and evaluation of grant programs.
• Oversee grant cycles from engaging with applicants, reviewing proposals, managing databases, and ensuring compliance with grant requirements.
• Respond to program inquiries within 24 hours and provide guidance as needed.
• Check all emails sent to the shared program inboxes daily, categorizing / assigning them for follow-up, and respond, as appropriate, within 24 hours.
• Prepare grant agreements and amendments for execution.
• Track receipt and status of all payment / reimbursement requests and follow up with grantees as needed to ensure that requests are submitted in the required timeframe.
• Maintain detailed spreadsheets with program information and financial data in real time.
• Ensure post-award reporting compliance.
• Periodic reporting of metrics on the impact of outreach efforts to be determined by the manager.
• Other duties assigned or requested.

Requirements

EDUCATION / EXPERIENCE

Associate's degree, or higher, with minimum of two (2) years of professional work experience

KNOWLEDGE AND SKILLS

• Methodical and strategic thinking.
• Excellent verbal, written, and interpersonal skills.
• Ability to work in a fast-paced environment with demonstrated ability to manage multiple tasks and demands.
• Basic research skills and quantitative competencies.
• Detail oriented and with strong organizational skills.
• Ability to work well both in teams and independently.
• Experience working with diverse and underrepresented populations.
• Demonstrates initiative, follow-through, and ability to meet deadlines.
• Able to handle sensitive and confidential situations.
• Strong computer (PC) skills in word processing, spreadsheets, and presentation software (Microsoft Word, Outlook, Excel, PowerPoint, and Adobe).
• Project management experience strongly preferred.

EXTENT OF PUBLIC CONTACT

• Extensive contact with internal and external stakeholders (currently in a hybrid in-person / remote work model).
• Work with counterparts at regional economic development agencies, cities, and towns.
• Meet virtually and in-person with various diverse organizations.

SUPERVISORY RESPONSIBILITIES

This position does not have supervisory responsibilities.

WORKING CONDITIONS AND ENVIRONMENT

The work is performed primarily in an office setting. The noise level in the work environment is moderate. Currently, work is being conducted in-person at the office in Waltham two days per week (Wednesdays and Thursdays), and remotely for three days per week.

Must be able to be work in the office, outside of this schedule, as necessary.

• Must be able to work a regular work schedule of 9 : 00 A.M. to 5 : 00 P.M. and attend evening events, as needed; adjustments to schedule may be necessary, per business requirements.
• This position requires attendance at events throughout the Commonwealth (some of which are not easily accessible to public transportation).

Reliable transportation is needed to meet the required participation at these events.