Program Associate, Catholic Sisters - US & Latin America

Program Associate, Catholic Sisters - US & Latin America

Join the Conrad N. Hilton Foundation as a Program Associate in the Catholic Sisters initiative, supporting grantmaking activities in the USA and Latin America.

The Program Associate (PA) plays a critical administrative and project management role in coordinating the Initiative's grantmaking activities. The associate will provide support for key operational areas of the team, including project management/tracking, communications, knowledge sharing, coordination of meetings, contribution to project reports, research, budgeting and grant process management. This position will also assist the team with general administration functions such as the coordination of convenings, site visits and scheduling.

• Monitor grant progress to ensure timely approvals and support mapping progress reports.
• Track and manage grant budgets and coordinate grant processes with Grants Management.
• Regularly update program officers on the status of grant application documents and funded projects.
• Participate in work groups within the department and across the organization, documenting site accomplishments and site-specific reports.
• Maintain internal tracking databases in Giving Data, Excel spreadsheets, etc.
• Collaborate with program officers and grant applicants to develop and submit grant proposals in accordance with approved strategies, and support in processing budget and grant modifications.
• Provide administrative support to applicants and oversee grant payout processes, ensuring grants are paid on time.
• Review, analyze, and prepare grantee progress reports and payments for approval.
• Support the effective and timely delivery of information and technical assistance to grantees and key partners.
• Participate in team-based strategy development.
• Maintain collaborative relationships with grantee partners, peer funders, and external stakeholders regarding grant‑making and reporting processes, and organize external events.
• Work with Grants Management to ensure compliance with internal audit and grant tracking procedures.
• Provide advice to Senior Program Officer and Program Officer on proposals in process, and communicate with applicants to address administrative questions.
• Support key operational areas of the team, including project tracking, coordination of meetings, vendor/consultant contract agreements, and contribution to project reports, grant oversight, and planning.
• Lead the preparation of materials, booklets, correspondence, information management and travel arrangements for convenings and site visits.
• Organize meeting logistics, secure meeting sites, arrange materials and technical needs, and manage catering orders.
• Coordinate external meetings, conferences, and presentations.
• Assist in developing program communication strategies and priorities, creating communication materials such as blogs, tweets, articles, and reports.
• Collaborate with the communications team to distribute materials to appropriate audiences.
• Conduct program‑related research and special projects to identify field trends and best practices, and store and communicate information.

• Bachelor’s Degree in a related field, or 5 years of related experience in lieu of a degree.
• Minimum 4 years of relevant work experience in the non‑profit sector or a private entity with a social mission. Candidates with lived experience related to the Initiative area are encouraged to apply.
• Proficiency in Spanish.
• Skilled writer with the ability to produce communication products for a variety of audiences.
• Comfortable working with complex budgets and work plans, and have a good understanding of non‑profit finances and budgets.
• Strong organizational skills and ability to manage and prioritize workflow to meet deadlines.
• Demonstrated ability to work independently and collaboratively within a team, showing initiative, resourcefulness, and flexibility.
• Curiosity, love of learning, and continuous improvement mindset.
• Critical thinking skills to analyze and summarize reports.
• Interpersonal skills and cross‑cultural competency, adept at interacting with diverse stakeholders in a…