Program Assistant

2022-01-20T15:48:35+00:00 December 1st, 2021|

• Foundation •

Our client is a major Midwest foundation based in Chicago that supports efforts to improve the quality of life in the Great Lakes region, focusing on public policy changes related to education, work force development, environment, and gun violence prevention. The Foundation is seeking a Program Assistant to provide administrative support to program staff, in grant making and general office administration.

The Program Assistant position provides administrative support to program staff, in grant making and general office administration.

• Respond to routine written and phone inquiries about grants
• Perform preliminary review of letters of inquiry and grant requests for completeness
• Use grants management software (FLUXX) to enter and update information about individual grants according to defined procedures
• Compose drafts of general correspondence, award letters, decline letters, payment letters, and memos
• Proofread and correct documents according to The Chicago Manual of Style and organization’s style sheet
• Assist in the preparation and editing of write-ups for grant recommendations according to defined procedures and established deadlines
• Collaborate in preparation and assembly of materials for the meetings of the Board of Directors including the Board Books and Policy Book according to defined procedures and established deadlines
• Prepare and maintain grant-related files according to defined procedures
• Coordinate and schedule in office meetings and travel plans as requested and anticipate resource needs (See attached guidelines for additional onsite protocols for meetings of more than 10.)
• Assemble relevant information for correspondence, reports and meetings; take notes and keep records of selected meetings
• Conduct program-specific research as required, including gathering news articles
• Collaborate in general office administration including reception relief and guest security procedures

• Knowledge of the Foundation mission and programs and understanding of grants management principles
• Demonstrated written and oral communications skills in English in internal and external relations
• Professional, cordial and confident approach both in person and on the telephone
• Three years of professional experience, or an equivalent combination of training and experience that could likely provide the desired knowledge and abilities
• High level of proficiency and accuracy in using Microsoft Office Suite
• Keyboarding 60-80 words per minute
• Proficiency in English grammar, spelling and vocabulary, and proofreading ability
• Team player able to form effective working relationships across all levels of an organization
• Excellent time management skills, ability to prioritize and multitask to meet deadlines

• Pension Plan
• Medical, Dental & Disability Insurance
• 401(k)

Looking forward to hearing from you! Please send resume to:

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