The Program Assistant supports the objectives of the Community Engagement department by providing administrative support for grant life cycle, coordinating programmatic/community convenings and projects, as well as facilitating the team’s work plan.

Responsibility Level:

Reports directly to the assigned Program Director(s).

Essential Functions:

  • Maintain annual work plan and/or grant making calendar in conjunction with Program Director.
  • Creates and processes grant applications and reports through the Foundation’s proprietary system. With direction from Program Director, coordinates the interdepartmental approval/declination process of expedited grants within various Foundation systems. Facilitates grant amendments.
  • Facilitates development of outcomes templates for grant agreements. Acts as intermediary with grantee during the outcomes negotiation process, including multiple rounds of revisions.
  • Partners with Program Director on generation and delivery of grant agreements; follows-up and tracks completion and execution. Edits, formats and tracks Program Director recommendations (“write-ups”) – from inception to finalization - for board dockets.
  • Compiles and monitors standard reports for grants, projects, and budgets, alerting program or administrative staff to items that require action.
  • Schedules meetings, provides logistical support, and attends meetings, as required.
  • Manages all aspects of event planning for convenings.
  • Provides general clerical support and proofreads written materials.
  • Maintains working knowledge of grant making; maintains basic knowledge of critical issues and trends in program area(s).
  • Maintains professional working relationships both internally and externally. Responds to inquiries or requests from applicants, grantees, donors, and the public with the appropriate information.
  • As requested, compiles relevant data and statistics from established sources and conducts program-related research in relation to preparation of reports and other materials.
  • Assists in the preparation, assembly, and distribution of the monthly board dockets.
  • Assists in preparation of contracts and processes invoices, tracks payments and fund balances.
  • Processes and submits credit card statements and expense reimbursements on behalf of Program Directors. Coordinates travel reservations and event registrations for program directors.
  • Performs other duties as assigned.

Performance Standards:

The Program Assistant will be evaluated by the assigned Program Director(s) on her/his ability to perform the essential functions of the position; the ability to demonstrate the skills described below; the ability to meet annual individual and departmental goals; and the ability to complete job duties in a professional, cooperative, and timely manner. The incumbent will also be evaluated on her/his communication skills and  professional interactions with staff, trustees and community members, as well as, the ability to listen carefully, think critically, and understand issues.

Knowledge, Skills, and Abilities:

  • B. A./B.S. preferred or AA degree required, and two years of additional work experience as described in the essential functions of the job description.
  • Written and spoken Spanish language skills highly preferred.
  • Four years (including two years noted above) of administrative support experience, with evidence of experience in most of the responsibility areas listed.
  • Two years of managing projects experience, with direct responsibility for managing projects from conception to delivery.
  • Proficient writing, editing and proofreading skills with the ability to gather and organize information appropriately.
  • Advanced proficiency with Microsoft Office (Outlook, Power Point, Word, Excel), and the ability to effectively utilize proprietary software.
  • Strong planning and implementation skills; research and synthesizing abilities.
  • Excellent ability to prioritize, organize, and manage multiple competing assignments and responsibilities.
  • Excellent customer service and communication skills (listening, interpersonal, oral, and written).
  • A high degree of professionalism, confidence and flexibility that allows the incumbent to work collaboratively and effectively with clients and colleagues of diverse backgrounds.
  • Excellent interpersonal skills with the ability to work well in a team environment. Ability to develop and maintain a good working relationship with the Foundation staff, members of the community, elected officials, the media, colleagues in other foundations, and members of the nonprofit sector.
  • High-level of personal and professional integrity and ethics.
  • Interest in philanthropy and the non-profit community.

Salary: Range is $38.00 - $39.50/hour

Apply: If you are interested in applying for this position, please email Nikki Collins, HR Generalist, at and include resume and cover note.

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