Program Associate

Overview

GMA Foundations (GMA) provides grantmaking, administrative, financial management, and consulting services to foundations, philanthropic families, and giving programs that support a wide range of local, national, and international causes.

We are seeking a full‑time Program Associate who will be responsible for the administrative management of assigned client foundations’ grantmaking and program activities, and will assist with a range of other administrative duties. Program Associates may be responsible for some entry‑level Program Officer duties, including leading an administrative team, grant application reviews, and/or direct client relationship management. Program Associates have opportunities to expand their knowledge about the field of philanthropy and may also participate in various projects.

At GMA we focus on long‑term positions, with ongoing learning and professional development opportunities.

GMA helps donors define and reach their philanthropic goals. We are a trusted ally and a guide to greater impact, meaning, efficiency, and clarity. Our mission is rooted in our belief in the transformative nature of philanthropy, that each of us in this field has the capacity to help shape a more just and equitable future. We are accelerating our efforts to become more diverse, culturally competent, inclusive, and equitable.

We value and promote diversity in our employees’ backgrounds, origins, and ideas and work to maximize employee growth and satisfaction.

Read more about our values on our website.

The Program Associate will be supervised by a Program Officer or Senior Program Officer, while working on several client teams.

• Oversee client foundations’ administrative activities, assigning duties to other administrative staff, as needed.
• Support the grantmaking process for several foundation clients, including responding to applicant and grantee questions, managing flow of proposals, scheduling site visits, corresponding with applicants and board members, and processing grant payments.
• Prepare or oversee preparation of all materials for client board meetings and coordinate the meeting logistics.
• Attend client board meetings, as needed, and prepare official meeting minutes.
• Conduct some grant proposal reviews, including site visits and interviews with applicants and grantees, with supervision/mentoring of a Senior Program Officer.
• Prepare summaries of grant proposals, including analysis of financial documents and of alignment with foundations’ grantmaking priorities and guidelines.
• Develop and oversee standard terms and conditions for grant application and evaluation forms, award letters, agreements and contracts.
• Maintain accurate filing of client documents.
• Enter data, including in the grants management system, and generate reports, or oversee data entry and report generation by a Foundation Assistant.
• Monitor grantee reporting requirements.
• Compose, merge, and send correspondence, or oversee correspondence preparation by a Foundation Assistant.
• Confirm and request financial data from accounting department.
• Communicate and work with other advisors, including accounting, legal, and investment advisors, to support the needs of clients.
• Represent the foundation, as requested, in public meetings and events.
• Assist other administrative staff during peak work cycles to ensure a high level of client services.
• Handle other tasks as assigned.

Education and Experience:

Required:

• Bachelor’s degree in any area of study and 3+ years of administrative experience (including internships and/or volunteer experience), including 1.5+ years as a Foundation Assistant or Foundation Administrator, or 3+ years of administrative experience in the nonprofit field (including internships and/or volunteer experience).
• OR Associate’s degree with 5+ years of administrative experience (as detailed above).

Preferred:

• Previous foundation experience and interaction with foundation directors/board members.
• Previous experience managing client relationships.

Required Knowledge and

Skills:

• Excellent customer service approach, able to communicate in a tactful,…