Programs Assistant

Programs Assistant

The Programs Assistant provides primary support to the Center's Director of Grantmaking Programs (DGP) and Program Officers, in the delivery of all the Center's grantmaking work, in close collaboration with other Center programs and administrative staff, in all phases of program operations.

Job Qualifications

• Associate's or Bachelor's degree or its equivalent with at least three years of full-time administrative work experience in a comparable position.
• High proficiency and comfort with the use of Microsoft Excel or the ability to quickly learn such platforms.
• High proficiency with Microsoft Word and Outlook is required.
• Knowledge of PowerPoint basics or comparable presentation programs is preferred.
• Systematic thinker with superior organizational skills and proven success in creating and maintaining efficient administrative processes.
• Effective interpersonal skills to successfully interact with the Center's constituency, fellow staff, and external consultants.
• Skill in analyzing information and situations to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.
• Comfort working independently and as a team member, prioritizing multiple projects in a busy environment accurately, efficiently, and with a high level of attention to detail, balancing and satisfying competing deadlines and personalities, maintaining professionalism under pressure and in sensitive and difficult situations.
• Respect for the needs and issues of non-profit organizations and artists is required, while clearly understanding the appropriate boundaries between Center staff and its constituents.
• Ability to exercise a high level of discretion and confidentiality in interactions with both internal and external people concerning all work-related information, and with understanding of the Center's unique relationship to The Pew Charitable Trusts.
• Respect for administrative procedures while remaining flexible and resilient.
• Ability to know when to ask questions, when to take initiative, ability to learn quickly, and willingness to assume tasks as needed.
• Criminal Background Clearance - National

Physical Activities to Perform Essential Functions

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Moving:
Approximately 80%+ of time is spent seated while working at a desk. Ability to occasionally transport up to 25 lbs. of files, equipment or supplies. Ability to move to access files, equipment or supplies.

Vision Requirements:
This position requires extended time on the computer.

Communication Requirements:
Clearly communicate in person, by phone, and by video conference. Communicate with others in conversational and written English.

Working Conditions:

Position operates in hybrid work setting comprised of the PCAH's Philadelphia campus and remote work setting indicated by the employee at their documented home address. Position requires extended time on the computer.

Job Responsibilities

Provide administrative support for the Center's grantmaking functions.

Scheduling, Meetings and Events Support

• Manage the DGP's schedule to assure their calendar is up-to-date and considerately arranged.
• Coordinate with the Center's executive support staff and other administrative staff to monitor and maintain the Center's operations calendar, working to keep it up-to-date with important details on all conference room reservations, visitors, and meeting requirements.
• Schedule a high volume of virtual and in-person meetings between Center constituents, applicants, consultants, grantees, and program staff. Greet and provide hospitality to Center guests and set-up and breakdown conference rooms; support execution of virtual meetings and presentations in Microsoft Teams. Liaise with operations staff to ensure meeting rooms are secured and to ensure optimal logistical arrangements for in-person and hybrid remote/in-person meetings, including set up and breakdown of AV equipment.
  
  As necessary, arrange/request catering, restaurant reservations, hotel, and travel. Facilitate routine internal program meetings on a weekly or monthly basis.
• Work closely with the Center's operations staff to support the planning of events and capacity-building activities, ensuring efficient and realistic schedules for professional development talks, symposia, seminars, consultancies, and trips; and grant adjudication meetings. Manage RSVPs through email and Eventbrite.

Grant Application Cycle Support

• In collaboration with all grant programs and the Center's Chief Administrative Officer (CAO), closely track and maintain the schedule of Final date to receive applicationss, notification dates, grant panelist review periods, and grant adjudication panel meetings.
• Work with CAO to request, collect, and organize financial…