Program Administrative Assistant

Hiring Organization: 
William T. Grant Foundation
City and State: 
New York, NY
Description: 

The William T. Grant Foundation seeks a Program Administrative Assistant to join our team. The Foundation is a national funder of high-quality research on children and youth in the United States. Our current focus areas are: 1) programs, policies, and practices that reduce inequality in youth outcomes; and 2) strategies to improve the use of research evidence in policies and practices that affect youth. Our funding spans various social science disciplines and across child welfare, juvenile justice, mental health, employment, youth programs, and education.

The Program Administrative Assistant provides support for the Program department under the direction of the Senior Vice President, Program. This position provides administrative support to the senior program staff, including scheduling appointments, booking travel, and assisting with presentations. In addition, the position provides operational support to coordinate department timelines, prepare budget materials, and ensure the efficiency and effectiveness of department processes.

To fulfill these responsibilities, the position applies strong computer skills, strong written and verbal communication skills, and strong organizational skills with great attention to detail. The position will be called upon to identify and develop independent projects with only modest guidance. An ability to balance logistical details and think through possibilities in order to plan ahead is essential.

The Program Administrative Assistant reports to the Senior Vice President, Program. This is a nonexempt position. Salary is commensurate with experience in addition to a highly competitive benefits package.

Responsibilities:

Administrative support for Senior Program Staff

    1. Support the Senior Vice President, Program with all administrative matters. This includes screening calls; drafting correspondence; scheduling meetings, booking travel; assisting with presentations and memos; organizing work tasks and files; and internal reporting.
    2. Support Senior Program Officer and Program Officers with administrative matters. This includes scheduling meetings and booking travel; assisting with presentations and memos; organizing work tasks and files; and internal reporting.

Program workflow

    1. Coordinate department timelines and workplans, with attention to minimizing scheduling conflicts and solving logistical challenges.
    2. Support the Senior Vice President, Program in department budget preparation, reporting, and monitoring.
    3. Develop systems, tools, and processes to improve the efficiency and effectiveness of program work.
    4. Maintain vendor contracts related to Program activities.
    5. Provide logistical support for internal and external meetings, including developing agendas, organizing and distributing materials, and taking notes.
    6. Provide occasional support for grantmaking activities, including recruiting reviewers.

Special projects or office workgroup participation as necessary

  1. May include leadership or support in projects or workgroups to address one-off specific situations or pilot programs.

Qualifications:

  1. Minimum of three years’ experience in an administrative support capacity, demonstrating increased responsibility and autonomy.
  2. Strong aptitude for using software to create more efficient and well-organized systems and work processes.
  3. Proficiency with Microsoft Windows, Excel, PowerPoint, and web-based tools required. Familiarity with Microsoft Teams and Project preferred.
  4. Excellent organizational and multi-tasking skills, including ability to work independently and handle diverse administrative responsibilities.
  5. Professional oral and written communication skills with all levels of internal staff and the public.
  6. Commitment to accuracy and attention to detail.
  7. Desired traits include problem-solving ability, sound judgment, initiative, time-management, maturity, flexibility, and collegiality.

How to apply:

Submit a cover letter describing qualifications for the position, a resume, and contact information for three references to jlui@wtgrantfdn.org. In the subject line, name the job for which you are applying and indicate where you saw this announcement. We are reviewing materials on a rolling basis, and the position will remain open until filled.

About the William T. Grant Foundation

The William T. Grant Foundation supports research to improve the lives of young people ages 5-25 in the United States. The Foundation’s focus areas are reducing inequality in youth outcomes and improving the use of research evidence in ways that benefit young people. Its grantmaking centers on high-quality empirical research that has the potential to advance theory, build evidence, and inform policy and practice. The Foundation’s assets were valued at $408 million in March 2021. Our annual budget is in excess of $19 million. The Foundation is based in New York City and has a full-time staff of 19.

Note: We currently are working remotely; however, when we reopen our offices, all staff members are required to work in our New York City office.

Learn more by visiting www.wtgrantfoundation.org or following the Foundation on Twitter: @wtgrantfdn.

How to Apply: 
Submit a cover letter describing qualifications for the position, a resume, and contact information for three references to jlui@wtgrantfdn.org. In the subject line, name the job for which you are applying and indicate where you saw this announcement.
Publish date: 
06/09/2021
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