Program Assistant, Managed Organizations; AA)

Program Assistant, Managed Organizations (AA)

Posted on October 19, 2018

Program Assistant, Managed Organizations (Chicago, IL or Washington, DC)

You are mission driven and action oriented. You love to get involved, and work as part of a team to accomplish something great. Any job is your job if it helps the team succeed, and you thrive on variety. Today, you're looking for a role where you can use those traits to make a real difference in the world by advancing the most important social issues facing humanity today.

We are looking for an organized, detail-oriented and highly motivated self-starter to support our efforts to launch and manage innovative social sector projects. If you want the opportunity to work with a fast-growing and entrepreneurial team reshaping the charitable sector, then this job is for you.

Project Support(60-70%)

Support the team's management of a large portfolio of fiscally sponsored and incubated projects

• Maintain up-to-date project data and information in various technology systems, including Salesforce. Ensure documents and information are up to date on various technology systems and platforms, including client-facing intranet websites and Salesforce platforms.
• Enter projects and budgets into time-tracking system and provide reports to managers
• Ensure project electronic files are organized and up-to-date
• Produce reports from project data systems to identify, locate and correct missing or erroneous project information. Assist with team-wide data gathering and measurement of key indicators.
• Maintain and organize team process and procedure documents, including templates, on all platforms, ensuring version control
• Coordinate logistics for client and project meetings

Support grant and contract management processes

• Manage the signatory process, ensuring that documents are signed in a timely fashion
• Assist with preparation of subgrant dockets, such as running OFAC checks, drafting agreements, etc.
• Enter grant, contribution, subgrant and contract information into Salesforce
• Research unidentified donations to determine appropriate project designation, including contacting donors.
• Submit payment requests, ensuring accurate coding and documentation
• Download and format monthly project financial reports, including transaction data, for account managers’ review
• Facilitate the approval and hiring process for new employees, provide support in gathering documentation and managing data entry for processing new hires

Administrative Support (~30-40%)

• Contribute to the implementation of more efficient processes, systems and technology
• Contribute to data gathering and measurement for business operation goals
• Other administrative tasks and special projects as needed

To be successful in this role you'll need:

• Associate’s Degree and two years work experience or Bachelor’s Degree
• Excellent written and oral communication skills
• Strong entrepreneurial spirit and resourcefulness in problem solving
• Outstanding organization and prioritization skills - ability to manage multiple demands, projects and deadlines in a fast-paced environment
• High level of computer proficiency, particularly with the Microsoft Office Suite
• Experience or interest in philanthropy, nonprofits, foundation operations and management

Other Highly Preferred Knowledge, Skills and Experience

• Up to two years of experience in an administrative support role
• Experience with Salesforce, database programs, intranets and web-based communication tools

Our

Core Competencies:

• The ability to provide excellent, reliable service, including the ability to effectively recognize and elevate potential challenges, gather the information necessary to create and carry out solutions, and support those solutions with clear communications and thorough follow up.
• The ability to…