Program Associate

LOCATIon

NYC/Hybrid. Remote possible.

EOE STATEMENT

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

MSF is committed to the full inclusion of all qualified individuals. In keeping with our commitment, MSF will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact Sandra Isiofiah via email at [email protected].

GENERAL POSITION INFORMATION

Title: Program Associate
Reports to: Sr. Director of Grantmaking and Capacity Building
People Manager: No
Manages: N/A

POSITION OVERVIEW

The Program Associate reports to and works closely with the Sr. Director of Grantmaking and Capacity Building (GCB). Alongside the other Program Associate on the Grantmaking and Capacity Building team, the Program Associate will provide administrative support for the team while also ensuring that critical documentation is in place for our grantee partners to receive timely updates, participate in convenings, and otherwise take advantage of the many benefits of being in relationship with the Foundation and one another. The Program Associate will participate in weekly team meetings and will play a role in planning the retreats for the Grantmaking and Capacity Building team. 

This position requires strong influence management and project management skills as the Program Associate will partner with multiple teams within the Foundation to support communications, special initiatives, and relationship building.

Specific Responsibilities/Duties

Administrative Support (Approximately 80%)

• Maintain GCB team calendars, and coordinate among internal colleagues and external partners on meetings as necessary.
• Organize and coordinate logistics for meetings, events, and retreats, including agendas, travel (when applicable), workshops and convenings, and logistical arrangements as required.
• Oversee the processing of invoices, reconciliation of payments, budget reclassifications, and expense report monitoring.
• Manage program consultant contracts, tracking and updating status and coordinating with Finance as required.
• Assist team members with administrative needs related to grantmaking, capacity building, and programmatic work. Prepare and extend contracts, coordinate and schedule grantee meetings, draft email responses to grantees or prospective grantseekers, etc.
• Assist the GCB team with organizing updates to grantees, sending grantees timely information, notetaking on grantee calls, and supporting grantmaking processes as needed.
• Organize files, reference materials, mailing lists, and information from GIFTS and other databases.
• Support strategic planning and learning processes through research, analysis, preparation of materials, notetaking, and activities as assigned.
• Contribute to and participate in projects as assigned.

Programmatic Support (Approximately 20%)

• Support and participate in grantmaking process, including material preparation, proposal review, grantee relationship building, and site visits together with GCB team members.
• Assist the team as needed with tracking grantee work and outcomes, including reviewing grant reports, participating in meetings with grantees, and tracking news, research and outcomes related to grantees.
• Support web-based research related to philanthropy, social movements, opportunities related to grantmaking, and other projects requested by the Sr. Director of GCB.
• Track and maintain grantee progress reports and victories for reporting and communications.
• Assist in the preparation of materials and other information, including presentation slides, newsletters and the annual report.
• Support and attend philanthropic advocacy events such as funder conferences, funder briefings and webinars, external partner and/or grantee events and presentations, as approved.
• Take on special projects as directed.

Qualifications

• Minimum of 2 years experience in program administration, financial management, community organizing or grassroots advocacy
• Ability to coordinate meetings and maintain calendars
• Experience organizing travel and logistics for meetings and events
• Ability to effectively understand and manage financial information, budgets and databases
• Highly proficient with Internet and Windows-based technology (Word, Excel, PowerPoint, and Outlook)
• Experience with MicroEdge GIFTS or other project management and grants management software a plus
• Excellent written and oral communication skills, attention to detail, and ability to summarize, synthesize, and revise documents
• Ability to work under pressure, take ownership of projects, and hold oneself accountable for results
• Demonstrated problem-solving skills and a willingness to ask questions and seek assistance
• Excellent interpersonal skills that support positive partnerships and collegial relationships
• Ability to travel up to 10%

Institutional and Values Alignment

• Commitment to the Foundation’s mission and vision and to working with diverse communities toward racial justice and gender equity.
• Demonstrated commitment to, and accountability around actively living the Foundation’s values of integrity, trust and respect, interconnectedness, and social justice – throughout internal and external communications and relationships, work, and decision-making
• Ability to build collegial, productive relationships with team members, grantees, donors, peer funders, volunteers, and institutional partners, through the lens of our organizational values

COMPENSATION

$62,400 – $70,000