Program Assistant

New York City, New York
Dec 05, 2018
Institution Type
Other Organizations

The Andrew W. Mellon Foundation (“Foundation”) is a not-for-profit, grantmaking organization that seeks to strengthen, promote, and, where necessary, defend the contributions of the humanities and the arts to human flourishing and to the well-being of diverse and democratic societies. It makes grants in five core program areas (higher education and scholarship in the humanities; arts and cultural heritage; diversity; scholarly communications; and international higher education and strategic projects). The Foundation seeks a Program Assistant in the Higher Education and Scholarship in the Humanities department.

The holder of the position will provide administrative, clerical, and logistical support for the program as well as administrative assistance to the Senior Program Officers. He/she will participate in various collective activities of the program and the Foundation, and on occasion may take on special assignments.

The Program Assistant will have an opportunity to acquire experience in the administration of the grantmaking process, and in working with higher-education professionals. We seek a thoughtful, strongly motivated, energetic and congenial individual with well-developed communication competencies and organizational skills. This position combines independent work on on-going grantmaking activities (such as reviewing reports, responding to calls and correspondence from grantees, and assisting with preparing dockets for trustee meetings) with collaborative work with colleagues on program planning, special projects, and on organizing meetings hosted by the program. The Program Assistant will report to a Senior Program Officer. The work is detail-oriented and requires precision, patience, efficiency, good humor and discretion.

Position Details:

Responsibilities may include, but will not be limited to the following:

Grant Management:

  • Monitor the progress of proposals from first receipt to presentation to the Board of Trustees, including their tracking and management in Fluxx, the Foundation’s current online document management system
  • Review reports from grantees in detail, correspond with them about deficiencies, alert program colleagues to unresolved difficulties
  • Work with other Foundation departments to ensure timely delivery and processing of grant-related information, and facilitate rapid response to internal questions as they arise
  • Correspond with grantees as required, including notification about no-cost extensions, and replies to other grant-related queries
  • Update grant files in Fluxx, resolve inconsistencies, and prepare reports
  • Assist with information gathering regarding the development of new grant initiatives and the review of existing programs

Administrative Duties:

  • General office and grant-related work, such as electronic filing, maintaining program records, preparing correspondence, responding to requests for information, opening and sorting mail, handling phone calls, photocopying, word processing, and various other tasks as assigned •Manage or support the calendars and appointment schedules for program officers as needed
  • Make travel arrangements and prepare travel itineraries as needed
  • Prepare expense reports, track reimbursements as needed
  • Assist with planning and coordinating arrangements for on and off site meetings •Assist staff with ongoing maintenance and updating of the program website
  • Carry out research projects and analysis related to the program as assigned

The ideal candidate would hold a bachelor’s degree, preferably in the humanities or social sciences, or would be a student currently working toward an MA or equivalent. Experience with grants administration preferred. Applicants should possess:

  • Ability to work with minimal direct supervision and manage multiple projects, while being a committed team player
  • Excellent written and oral communication skills
  • Ability to read and understand organizational budgets
  • Willingness to work with a diverse constituency and on multiple tasks, at times under deadline pressure
  • Computer literacy and proficiency, particularly with Microsoft Office applications (Access, Excel, Power Point, Word) and familiarity with online media platforms such as Twitter and Tumblr would be desirable •Ability to learn new applications quickly
  • Integrity, intelligence, discretion, flexibility and sense of humor
  • Understanding of and commitment to the goals of the program and the Foundation

The Foundation is an equal opportunity employer that offers a competitive salary, outstanding benefits, and excellent working conditions.

Candidates should apply by submitting a thoughtful cover letter describing fit for the position together with a resume to: Program Assistant (HESH) We will consider each response carefully, but contact only those individuals we feel are most qualified for the position.

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