Program Administrative Assistant

Program Administrative Assistant

The program administrative assistant (PAA) works within a centralized and deployed staffing structure, as part of a cohort of skilled administrative assistants supporting Program department colleagues. Each PAA supports between three and five Program staff, including managing directors, program officers, and program associates. The responsibilities associated with this role may vary across PAAs based on the needs of designated program staff and the number of program staff assigned to a PAA.

PAAs assist Program department colleagues in carrying out administrative program- and communications-related duties. They provide a wide range of administrative support including complex calendar management, travel coordination, meeting and event planning, and special projects as assigned. PAAs foster an informed, proactive, responsive, and collaborative relationship with all staff, both on-site and remote. As members of the Foundation's community, PAAs embody knowledge and understanding of diversity, equity, and inclusion concepts, working with a multicultural workforce, and demonstrate sensitivity and appreciation to cultural differences.

As with staff at all levels of RWJF, the PAA is expected to demonstrate a passionate commitment to equity and the Foundation's mission and its Guiding Principles.

Essential Job Responsibilities

• Program Support
• Process e-expense reports, coordinate travel arrangements (with Concur and staff members), and draft related correspondence (e.g., emails) to efficiently address the administrative requirements of designated colleagues and teams.
• Coordinate and prepare materials for Program staff meeting presentations and special projects, such as PowerPoint presentations, spreadsheets, charts, and reports. Proofread for accuracy.
• Act as an administrative liaison to grantees/consultants (i.e., manage teams' channels, manage consultant RWJF calendars, resource databases).
• Prepare monthly printing orders for pickup/delivery using off-site resources/vendors.
• Post preapproved social media content across various platforms to maintain consistent brand messaging and audience reach.
• Serve on proposal review and screening committees.
• Review funding precis when requested.
• Take meeting minutes and transcribe meetings/notes when requested.
• Staff/facilitate various work groups and committees throughout the Foundation (e.g., Disaster Response Group, WE Time planning).
• Maintain contact lists.
• Provide administrative support to consultants/staff extenders as requested.
• Participate in various in-house groups and committees, such as Tech ambassador, Equitable procurement, and others.
• Provide collegial backup support to other PAAs as needed.
• Travel
• Coordinate and conduct research for staff's international and domestic travel; prepare itineraries; organize all background materials in advance.
• Manage conference/webinar registrations.
• Utilize different systems/vendors (i.e., FcM and Concur).
• Ensure staff travel profiles, bios, and memberships are current.
• Manage last-minute travel bookings/changes with efficiency, understanding, and care.
• Financial Management
• Prepare, track, and submit invoices/expenses for reimbursement (including cash payments and personal card reimbursements).
• Submit check request forms.
• Manage Administrative Consulting Authorizations.
• Calendar Management
• Manage high-volume calendar requests with grantees, partners, and colleagues, including virtual and in-person meetings, conferences, and webinars. Includes:
• scheduling across different time zones, both international and domestic.
• triaging different meeting requests—internal and external.
• responding efficiently to urgent meeting requests.
• Monitor multiple calendars and conflicts.
• Maintain assigned calendars based on team and/or individual preferences including color-coordinating and time-blocking.
• Meeting and Project Coordination
• Track project sequence by coordinating calls and disseminating meeting minutes.
• Participate in focus groups and ambassador teams (e.g., Tango, internal communications).
• On-site Meetings
• Coordinate the meeting registration process, welcome, and direct visitors.
• Book hotel room blocks.
• Coordinate and facilitate…