Job Description
Program Assistant, Public Health, Research and Learning
Reports to: Vice President, Public Health, Research and Learning
Position Status: Full-Time/Non-Exempt
Hiring Salary Range: $45,500- $51,500
POSITION SUMMARY
The program assistant coordinates and implements administrative processes related to grantmaking in the Public Health, Research and Learning Department. The position is responsible for assuring that all information at every stage of the grant-making process from letter of inquiry to final report is entered and maintained in the database with the highest degree of accuracy and timeliness and in compliance with department policies and procedures. They will provide administrative and communications support to the Program staff and work with the program officers to prepare materials for board committee and special initiative meetings in a manner that assures that all such materials are produced with a high degree of accuracy. They may also be asked to support research, outreach and community-engagement activities.
There is a strong customer service component to the position, which provides support to grant applicants and is often the first contact grantees have with the department. The program assistant must be able to work independently to ensure that deadlines are met while also having a team-oriented work ethic as this position will work with staff across program areas and departments.
PRIMARY DUTIES AND RESPONSIBILITIES
Grants Administration
· Serve as a point of contact with applicants/grantees for questions about the grant application and follow-up reporting process.
· Enter data, update and monitor progress of grant proposals through the online grant application platform from inquiry phase to final report including tracking each proposal and remaining in close contact with applicants to assure that all requirements and deadlines are met.
· Develop, organize and maintain grant files to support electronic records.
· Provide Program staff with information on grant-making processes, including grant history, reporting history, availability of funds, open grants and applicant eligibility.
· Generate grant-related correspondence and maintain electronic copies of correspondence in database.
· Coordinate grant payments refunds of unexpended grant funds/grant cancellations.
· Assign and monitor follow-up reporting, including financial and programmatic reports.
Staff Support
· Review grant summary write-ups, including proofreading all materials for accuracy and correct punctuation, spelling, grammar and formatting and compliance with AP style.
· Assist Program staff and program officers with follow up on requests for information and resources from applicants, grantees and other stakeholders.
· Schedule meetings with applicants, grantees and community partners and provide meeting support for assigned program officers.
Preparation of Program & Policy Committee Materials
· Coordinate flow of information from program officers.
· Assist with the preparation, production, review and distribution of the committee meeting materials, including managing timelines and assembling board packets to be uploaded to the board management platform.
· Assure that all presentations for the Program & Policy Committee meet the highest standards of quality and accuracy.
· Attend the Program & Policy Committee meetings as needed.
Special Initiatives
· Participate in workgroups to support the development and implementation of new special initiatives and coordinate activities relating to current special initiatives.
· Support the development of review panel materials, internal/external correspondence, grant records and follow-ups.
· Create and coordinate interim record of approval process for special initiative grants.
Customer Service
· Maintain a customer service mindset and provide prompt response to inquiries from donors, grantees, board members, internal and external colleagues and others in the community in a manner that is informative, patient, respectful and culturally competent.
· Other tasks as assigned.
KEY SKILLS AND ABILITIES
· Proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity, equity and inclusion.
· Commitment to the Foundation’s values of accountability, collaboration, community, racial justice and trust.
· Strong proofreading, written and verbal communications skills.
· High level of organizational and time management skills, ability to multitask and meet deadlines under pressure.
· Attention to detail and ability to complete tasks with high levels of accuracy, productivity and initiative.
· High degree of professionalism, ability to work independently and solve problems.
· Ability to carry out assigned tasks with a sense of urgency.
· Works well within a dynamic team environment.
- Active learner, eager to build new skills.
· Flexibility in meeting changing demands.
QUALIFICATIONS AND EXPERIENCE
· Associate degree in a field related to the nonprofit sector and/or relevant experience.
· A minimum of five years of administrative/process improvement experience in the nonprofit sector.
· Knowledge of grant coordination systems and processes.
· Experience in data entry and management and ability to type and operate basic office equipment.
· Proficiency in Microsoft Office Suite and other business-related applications and ability to quickly learn new applications and systems.
· Strong technical proficiency: experience with the Blackbaud Suite of Products (i.e., GrantEdge, Raiser’s Edge and Financial Edge) and the Foundant Grants Management System or similar systems is preferred but not required.
· Strong work ethic and sense of humor.
TO APPLY
Interested candidates should submit resume and cover letter to jobs@pghfdn.org by March 1, 2023.
No phone calls please.
THE PITTSBURGH FOUNDATION IS AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY, EQUITY AND INCLUSION.
BENEFITS
· Medical insurance
· Dental insurance
· Vision insurance
· Group life insurance
· Disability insurance
· Maternity and paternity leave
· Flexible spending accounts
· Three weeks’ vacation
· Ten paid holidays
· Retirement plan with employer contribution
· Commuter benefits
· Gym reimbursement
· Employee assistance program
ABOUT THE PITTSBURGH FOUNDATION
OUR MISSION: The Pittsburgh Foundation, established in 1945, works to improve the quality of life in the Pittsburgh region by evaluating and addressing community issues, promoting responsible philanthropy and connecting donors to the critical needs of the community.
OUR VISION: We commit to creating a vibrant, equitable and just Pittsburgh Region that supports everyone, regardless of race, identity or circumstance- to thrive and fulfill their potential.
OUR VALUES: Since its founding in 1945, The Pittsburgh Foundation's values have been evident in the deep relationships its people have forged in the region. As new strategies are developed to improve quality of life for everyone, the staff has identified these values and pledged to follow them in the work.
Accountability: We act with transparency and integrity, fulfilling our commitments and owning the outcomes of our decisions.
Collaboration: We unite in our work together to increase impact in our community for the collective greater good.
Community: We embrace the opportunity to learn from those we serve and those who serve us to help shape solutions.
Racial Justice: We work to enact fundamental systemic changes by eliminating policies, laws, practices, attitudes and cultural messages that reinforce differential outcomes by race.
Trust: We have faith in our communities and earn their confidence by demonstrating competency, honesty and positive intent.
Learn more at www.pittsburghfoundation.org.