Program Assistant

The Mellon Foundation (“Foundation”) is a not-for-profit, grant making organization that believes that the arts and humanities are where we express our complex humanity, and that everyone deserves the beauty, transcendence, and freedom to be found there. Through its grants, the Foundation seeks to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive.  The Foundation makes grants in four core program areas—Higher Learning, Public Knowledge, Arts and Culture, and Humanities in Place—and through its signature Presidential Initiatives.  The Foundation seeks a Program Assistant for the Higher Learning program.

Summary:

The holder of the position will provide grant management, administrative, clerical, and logistical support for the program as well as administrative support to the Senior Executive Assistant and the Executive Assistant. He/she/they 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 ongoing grantmaking activities (such as reviewing reports, responding to calls and correspondence from grantees, and assisting with preparing grant proposals); collaborative work with colleagues on program planning, special projects, and organizing meetings hosted by the program; and administrative support functions focused on meeting scheduling and program officer travel arrangements. The Program Assistant will report to the Manager of Strategic Initiatives and Planning. 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 (50% or more of effort):

• Participate as needed in meetings with current and potential grantees; take meeting notes and maintain notes and records on grant and potential grant activities
• Review reports from grantees in detail, correspond with them about any concerns, alert program colleagues to unresolved difficulties
• Correspond with grantees as required, including processing budget reallocations, no-cost extensions, and other grant modifications
• Monitor the progress of proposals from first receipt to presentation and approval, including their tracking and management in Fluxx, the Foundation’s online grant management system
• 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
• Assist with information gathering regarding the development of new grant initiatives and the review of existing programs

Administrative Duties (up to 50% of effort):

• Assist Senior Executive Assistant and Executive Assistant in arranging program officer travel; planning and executing convenings, retreats, and outings; and scheduling both internal meetings with Foundation staff and external meetings with grantees
• General office and grant-related work, such as maintaining program records, preparing correspondence, responding to requests for information, handling phone calls, photocopying, word processing, and various other tasks as assigned
• Process honoraria and other program expenses as needed
• Carry out research projects and analysis related to the program as assigned

Qualifications:

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. One or more years of full-time work experience is required.  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 (Outlook, Excel, PowerPoint, Word) and with Box or other cloud-based platforms for file storage and document collaboration
• Ability to learn new applications quickly
• Integrity, intelligence, discretion, humility, flexibility, and a sense of humor
• Understanding of and commitment to the goals of the program and the Foundation
• Familiarity with Fluxx or other grant management systems is a plus

The Mellon Foundation is committed to providing compensation that is competitive and equitable within the philanthropic sector. The estimated salary range for this role is $72,000-$85,000. The amount of pay offered will be determined by a number of factors, including but not limited to qualifications, unique skills, credentials or experience that is expected to impact the candidate’s contribution to the role. We will also consider market data as well as the Foundation’s internal pay equity framework. Mellon is an equal opportunity employer and offers a generous total reward package that provides base salary as well as a comprehensive benefits program, and an excellent working environment.

Please note that Mellon maintains a hybrid work schedule, with three days/week in person at the Foundation’s Manhattan offices.

Candidates should apply by submitting a thoughtful cover letter describing fit for the position together with a resume and cover letter here: Program Assistant (HL)

The Foundation will consider each response carefully, but only contact those individuals it believes are most qualified for the position.