We build women’s collective power in the U.S.

Program Associate

General Position Information

Title: Program Associate

Reports to: VP, Grantmaking and Capacity Building

People Manager: No

Manages: N/A

The starting salary range for this position is $60,000 to $68,000 commensurate with qualifications and experience. We also offer a generous and comprehensive range of benefits.

Please note that the Ms. Foundation has adopted a COVID-19 vaccination policy to safeguard the health and well-being of our employees. As a condition of employment, MSF employees are required to be fully vaccinated for COVID-19, unless a reasonable accommodation is approved or as otherwise required by law.

Position Overview

The Program Associate works closely with the Vice President of Grantmaking and Capacity Building and across the team to provide administrative support for the Foundation’s Grantmaking and Capacity Building department. The program associate is responsible for ensuring accuracy and timely processing of all invoices, reconciling payments, monitoring budgets and expenses, organizing and coordinating logistics for meetings, and supporting program team members with specific administrative needs, such as preparing consultancy contracts and addendums, organizing information and mailings to grantees, and assisting with grantee relationship building, notetaking, and grantmaking and capacity building programming, as requested. In addition, the Program Associate supports GCB team members on programmatic activities, which may entail drafting correspondences directly with grantees, supporting grantmaking processes, including soliciting and reviewing proposals, monitoring grants, conducting site visits under the guidance of the GCB team members, and assisting on special projects as assigned.

The Program Associate brings a broad understanding of feminism, gender, racial and LGBTQ justice movements, and intersections with other social justice movements. This position requires strong inter-personal and inter-departmental skills, as the program associate will liaise with multiple departments within the Foundation, e.g. Finance and Operations, Advancement to support communications and development, and the Office of the President.

Specific Responsibilities/Duties

Administrative Support (Approximately 80%)

  • Oversee the processing of all invoices, as well as reconcile payments and monitor expense reports.
  • Coordinate GCB team planning and team meetings, including agendas, travel (when applicable), workshops and convenings, and logistical arrangements as required.
  • Manage all program consultant contracts, coordinating with finance as required.
  • Maintain and organize GCB budget spreadsheets; organize monthly budget meetings with each program team member and F&O staff to reconcile spending and ensure timely and accurate expenditures of budget
  • Maintain GCB team calendars and coordinate among GCB team and other departments on meetings as necessary
  • Assist team members with administrative needs related to grantmaking, capacity building, and programmatic work, e.g. preparing and extending consultancy contracts, coordinating and scheduling grantee meetings, drafting email responses to grantees or prospective grantseekers, etc.
  • Assist the GCB team with organizing bi-monthly updates to grantees, sending grantees timely information, notetaking on grantee calls, and supporting grantmaking processes, as needed.
  • Additional projects, as assigned.
  • Organize files, reference materials, mailing lists, information from GIFTS and other databases.
  • Support GCB strategic planning and learning processes through research, analysis, preparation of materials, notetaking, and activities as assigned.

Programmatic Support (Approximately 20%)

  • Support and participate in grantmaking process, including the preparation of materials, reviewing proposals, supporting grantee relationships building, and conducting 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 and research and outcomes related to grantees.
  • Conduct research related to field developments, opportunities related to grantmaking, and other projects requested by the Vice President of Strategy and Programs.
  • 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.
  • Participate in philanthropic advocacy, external events and presentations, as approved.
  • Take on special projects, as directed.


Technical and Functional Requirements

  • Minimum of two years of experience in program administration, financial management, community organizing or grassroots advocacy.
  • Ability to effectively understand and manage financial information, budgets and databases.
  • Highly proficient with Internet and Windows-based technology (Word, Excel, PowerPoint, Outlook).
  • Experience with MicroEdge GIFTS or other project management and grants management software a plus.

Skills and Competencies

  • 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 willingness to ask questions and seek assistance.
  • Ability to manage relationships with Foundation colleagues, grantees and other stakeholders.
  • Excellent interpersonal skills and working style that supports positive partnerships and collegial relationships.
  • Comfortability and ability to travel for Foundation and external events as needed.

Institutional and Values Alignment

  • Commitment to the Foundation’s mission and vision and to working with diverse communities toward women’s safety, health and economic justice
  • 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

The deadline to apply is September 30, 2022. Ms. Foundation expects to conclude this search by December 15, 2022 for a start date of January 2023.