Program Assistant
Listed on 2026-01-01
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Administrative/Clerical
Office Administrator/ Coordinator, Data Entry
The Foundation’s Program Associate provides high-level administrative support to the President & CEO, the Director of Programs, and staff. Support includes managing the Foundation’s grant and scholarship activities along with related administrative duties.
Essential Functions
** Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.**
Under supervision of the President & CEO and/or the Director of Programs, this position performs the following essential functions:
Provide program support to the Director of Programs, including:
- Assist with grant/scholarship software modules (FOUNDANT) and related processes.
- Assist with administration of grant applications and scholarships, tracking submissions, maintaining records, and communicating with applicants.
- Follow up on grants and scholarships, including reporting and informational videos.
- Assist with data collection and report configuration.
- Coordinate program and Fund events, including logistics, agendas, and follow-up.
- Support the Foundation’s Giving Circles (Field of Interest) Funds.
- Research grants and best practices in grant-making and program development.
Provide office administration support, including:
- Process mail and correspondence, including emails and faxes.
- Screen incoming emails using Proofpoint.
- Coordinate thank you letters from grantees.
- Maintain office and staff calendars.
- Maintain office filing system and records retention policies.
- Update and maintain Foundation’s database profiles.
- Assist with quarterly Fund Statements production and distribution.
- Support nonprofit capacity-building activities.
Other duties as assigned.
Qualifications include:
- Effective listening, strong written and verbal communication skills.
- Excellent typing and proofreading skills.
- Strong time management and organizational skills.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Ability to work independently and in a team.
- Adaptability to new technologies and work environments.
- Ability to work under pressure with time-sensitive tasks.
- Sound judgment and adherence to policies including confidentiality.
- Ability to recognize workflow connections and problem-solve.
This role operates in a professional office environment, routinely using standard office equipment.
Physical Demands
Primarily sedentary; some filing requires lifting files, opening cabinets, and bending.
Position Type and Hours
Full-time, Monday to Friday, 9:00 a.m. to 5:00 p.m., with occasional evenings and weekends.
Travel
Potential daily travel within the region; no overnight travel expected.
Required Education and Experience
Bachelor’s Degree or equivalent, with five years of executive-level administrative and program experience. Nonprofit experience preferred.
Other
This job description is not exhaustive; duties may change at any time.
Dress Code
Business attire required unless notified otherwise.
Additional Information- Seniority level:
Entry level - Employment type:
Full-time - Job function:
Administrative
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