Program Assistant

Hiring Organization: 
Ford Foundation
City and State: 
New York, NY
Description: 

SUMMARY DESCRIPTION

The Future of Workers (FoW(ers)) Team is committed to lifting up, investing in, and acting on questions and ideas of economic democracy in service of Ford Foundation’s mission of challenging inequality and promoting social justice around the world. We support innovations in building institutional power for workers, incubate and support vehicles that create an economy that ensures all types of work are valued with fairness and dignity, and promote system change approaches to shift the rules of the economy. 

The Future of Work(ers) team is hiring a Program Assistant (PA) to join their team. The PA will support three Program Officers and will play a pivotal role in managing their calendar of appointments, meetings, and work-related travel. The ideal candidate is an exceptional administrator with a proven track record of successfully managing heavy and complex calendaring, while collaborating with other colleagues on operational and team-wide priorities. She/He/They is proactive in helping Program Officers manage extensive demands on their time.

The ideal Program Assistant is an excellent communicator who is actively engaged in the evolving priorities of the team’s workflow and, therefore, able to problem-solve and work independently to meet the Program Officers’ administrative needs. The Program Assistant will have a great attention to detail, be an active listener and have effective follow-up practices.

RESPONSIBILITIES

Principal duties and responsibilities

  • Assist with three Program Officers’ calendars of appointments including scheduling meetings and follow up, often with multiple internal and external parties.
  • Assist with Program Officers’ work-related travel; assist with developing travel plans and logistical arrangements, including processing expense reports via Concur.
  • Assist Program Officers in responding to both internal and external requests for information or other documentation.
  • Work alongside the Department Coordinator, who supports the Thematic Director and team, serving as a member of an administrative support group for program leaders on the team, backing each other up and collaborating, as needed, on workflows, including, but not limited to contract management, administrative tasks and projects.
  • Assist in monitoring and coordinating tasks related to contracts and operating budget expenses.
  • Support document management and storage in institutional document repositories, including virtual grant file records.
  • Assist in the onboarding process for new hires/consultants.
  • Provide general administrative support, such as managing mail, scanning, faxing and copying materials, as needed.
  • Assist with grant-related inquiries, coordinating responses, maintaining correspondence control records, and contacts lists.
  • Occasionally based on interest and if time permits
    • Assist in preparation of presentations and other materials for program staff.
    • Undertaking light research for ad hoc projects or assignments
    • Compiling information into analytical tools and preparing charts or other presentations from this information.
    • Note Taking in meetings
    • Support the development of grant recommendations through editing and information compilation.
    • Support document production, including preparing and editing reports, grant recommendations, memoranda, or other materials.

 

QUALIFICATIONS

  • B.A./B.S. with 1-2 years of office experience or equivalent combination of education and experience
  • Strong commitment to promoting social justice
  • Detailed knowledge of and demonstrated proficiency in the use of office computer applications, including Microsoft Word, Excel, PowerPoint, Outlook; Slack, and Google suite tools
  • Exceptional organizational skills
  • Demonstrated proficiency in utilizing online information resources and data tools for information retrieval and data entry
  • Effective oral and written communications skills and the ability to handle communications tactfully and professionally with a high attention to detail
  • Ability to prioritize work assignments, handle multiple tasks, work with multiple supervisors, and function independently
  • Ability to work in diverse teams with shared responsibility and accountability

PHYSICAL REQUIREMENTS

  • This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery and a copy machine/printer. 

SALARY: Ford Foundation is committed to practicing salary transparency. The minimum salary for this position is $65,000

Alignment to Culture and Values

  • Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency
  • Personal qualities of humility, capacity for self-reflection, and a sense of humor
  • Discretion and ability to handle confidential issues
  • Action-orientated and entrepreneurial self-starter who can work well independently and in teams

Benefits

  • Hybrid Workplace and Flexible Work Arrangement policies
  • Medical and dental benefits for employee and immediate family on first day of work
  • Retirement savings account with matching company contributions of up to 13%
  • Three weeks’ paid vacation in first year of work; four weeks in subsequent years
  • Tuition Reimbursement
  • Office closed the week between Christmas and New Year’s Day
  • Professional development initiatives for growth
  • Generous parental leave (maternal and paternal) during new child’s first year (born into family or adopted)
Job Category: 
Publish date: 
08/10/2022