Program Associate

Website POISE Foundation

Job Title: Program Associate

Reports to: Program Officer

Position Type: Part-time/Non-Exempt

POSITION SUMMARY:   The Program Associate is responsible for the administration of an important piece of our grantmaking in close collaboration with the Program Officer, other Foundation staff, and our grantees. Perform a high level of administrative duties requiring initiative, judgment, confidentiality, and the ability to discern and positively influence sensitive community, organizational and interpersonal situations.  Incumbent must have a professional demeanor, the ability to set and change priorities as needed and interact effectively with boards, committees, community groups, and outside vendors.

ESSENTIAL DUTIES:

Administrative Operations

  • Conducts research to advance program development
  • Ensure the timely submission of grantee reports, expense reports, project deliverables
  • Participate in meetings with external audiences to produce collaborative work products by drafting agendas, preparing supporting materials, taking notes, and contributing to discussions
  • Organize and coordinate meetings logistics for both internal and external participants, including staff travel to conferences, convenings, and grantee sites, including travel for executives/trustees
  • Proactively research, develop, and edit content for correspondence, reports, and memos
  • Assists in identifying resources or organizations able to offer training and/or technical expertise to grantees
  • Conducts research, monitors, and evaluates learning practices, as needed
  • Support the use and maintenance of Foundant Grant Lifestyle Manager (GLM)
  • Provide basic technical support to GLM users at all stages and offer basic guidance to applicants about programs, requirements, and other questions

Organizational Partnering & Initiatives

  • Exhibit and maintain trust-based and productive relationships with a wide range of organizations and individuals, including grantees, re-granters, funding partners, and foundation employees
  • Coordinate regularly with international advisors & partners to meet program needs
  • Collaborate with team members in ongoing learning and process improvement, incorporating external and internal feedback to constantly improve how we do our work
  • Participate in and/or lead cross-foundation initiatives, as appropriate, to achieve foundation goals
  • Pursue ongoing professional development opportunities and participate in Foundation-wide training sessions
  • Assist with planning, scheduling, coordinating, and implementing Strengthening Black Families (SBF) events, activities, and meetings

Grants Management & Grantee Support

  • Connect with grantees and community groups to stay informed of events, activities, and developments in local communities (i.e., track inquiries/responses, coordinate logistics for external partners, provide technical assistance, etc.)
  • Build strong relationships with grantees to support the creation, review, and submission of grant proposals and required information, following Foundation guidelines, processes, and requirements, and working collaboratively to resolve issues as they arise
  • Helps to curate and grow an online communications platform for grantees
  • Process grants through their full lifecycle, including creating, maintaining, and updating electronic grant files according to Foundation legal and financial requirements
  • Assists the Program Officer with providing feedback to grantees on their learning plans and performance milestones
  • Facilitate the development and management of strategy grant & operations budgets; track expenses and work with staff to ensure attendees are reimbursed in a timely fashion
  • Assists in assembling, measuring, and evaluating the impact of POISE Foundation programs and prepare reports and datasets
  • Using the Foundant GLM platform, monitor and continually improve the grant process, including the application process, proposal review, award notifications, and reporting
  • Learn and understand the climate strategies to inform work with grantees; support and participate in strategy refinement and monitoring, evaluation, & learning as needed
  • Maintain accurate records of grantees and prospective grantees across multiple platforms
  • Coordinates convenings and training opportunities for grantees
  • Engage in special projects and other tasks as assigned

EDUCATION

  • A minimum of 3 years of related operations and administration experience required.
  • A college degree or equivalent education is highly desired.

KNOWLEDGE, SKILLS, AND ABILITIES

  • Experience in grants lifecycle administration and compliance for varying types of grants and grantees is preferred
  • Strong operations, administration, and project coordination skills and experience, including the ability to plan and implement projects both independently and with colleagues
  • A track record of being able to meet tight, sometimes simultaneous, deadlines with a keen ability to prioritize, adapt to changing needs, and partner with others to meet common goals
  • Excellent detail orientation and accurate data entry while considering how those details impact the bigger picture
  • Good writing, analytical and problem‐solving skills.
  • Excellent interpersonal skills and phone skills.
  • Knowledge of principles and practices of organization, planning, records management, and general administration.
  • Able to follow instructions, including adherence to all policies, standards, and behaviors consistent with employees of POISE Foundation.
  • Proficiency in Microsoft Office products (Outlook, Word, Excel, and PowerPoint) and a willingness to learn and become proficient with systems; advanced MS Word and Excel skills including mail-merge, ability to create spreadsheet databases, and use of advanced MS features and functions is preferred.
  • Advanced Google suite skills include G-Mail, Google Search, and Google Docs.
  • Aptitude to learn new skills, including the Foundation’s web-based data management systems.
  • Ability to operate standard office equipment, including but not limited to the following: computer, business phone system, calculator, and print/copy work center.

ENVIRONMENT:

  • Temporary remote work due to COVID
  • Typical office environment.
  • Minimum travel required.

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