Program Assistant

PRIMARY RESPONSIBILITIES

The Program Assistant is responsible for providing administrative and programmatic support to the program department in alignment with strategic goals and activities, and the mission of the California Humanities.

Assists with the implementation and coordination of programs including regranting programs and organization‑produced programs.

Stewards administrative systems that sustain the programs team, ensuring transparent and accessible documentation of all grant and program assets, schedules, and participants.

Supports grantmaking processes through values‑aligned review practices, ensuring applications are processed equitably and grantee experiences are centered in grants management.

Crafts, revises, and refines program‑related documents, reports, and correspondence with care, clarity, and accessibility in mind.

Creates, implements, and coordinates logistical arrangements for program‑related activities.

Maintains program‑related files and databases, ensuring grantee, program, and partner data in Salesforce or other systems reflects community impact, honors grantee labor, and supports strategic decision‑making.

Engages in participatory evaluation efforts by collaboratively designing surveys, gathering program feedback, and archiving program‑related materials as part of an iterative learning process.

Synthesizes qualitative and quantitative program data into reports that uplift community narratives and highlight systemic insights.

Serves as a thoughtful bridge between constituents and program staff by responding to, screening, and routing inquiries with care, cultural humility, and responsiveness.

Works in deep collaboration with program staff to nurture transparent, reciprocal, and trust‑based communication systems, including:

• Preparing and distributing meeting agendas and reminders with awareness of accessibility and engagement needs.
• Taking and organizing meeting minutes in ways that honor multiple ways of knowing and remembering.
• Sharing key takeaways from relevant external meetings and events to ensure knowledge flows horizontally across the organization.
• Updating and maintaining program contact databases.
• Identifying and implementing process to enhance workflow that center ease, equity, and sustainability.

Keeps program staff informed of emergent needs and relevant administrative updates with a commitment to transparency and care.

Contributes to special projects and other evolving needs, recognizing that work is iterative, emergent, and with an approach with curiosity and adaptability.

Cultivates meaningful relationships with internal staff and external partners by embodying and modeling the California Humanities’ core values of care, collaboration, and equity.

Works closely with the Marketing and Communications and Development departments to support the implementation of program‑related communications and fund development activities, including:

• Assisting with the development and dissemination of program content, including social media and website updates.
• Managing updates to the online calendar, ensuring applicant, grantee, and program information is accurate and accessible.
• Providing Development Team with program‑related data and insights as needed.

Collaborates with the Administration and Finance departments on financial and administrative matters related to program delivery.

Assists program staff in preparing documents, reports, and presentations for Board meetings, including supporting Board Program Committee and full Board meetings as needed.

Supports organization‑wide initiatives such as National Endowment for the Humanities assessments, compliance reports, convenings, and annual/biennial reporting, contributing to shared knowledge, and institutional memory.

Engages actively in program, all‑staff, and other cross‑departmental meetings and collaborations, offering insights and fostering a culture of belonging, reciprocity, and shared learning.

Strengthens relationships with individuals, organizations, and institutions ensuring that programmatic goals…