The Opportunity

The Program Assistant provides a full range of administrative support to the Michigan Justice Fund.

This position is central to the flow of key information between program staff and external grantees as well as internal departments. This role is expected to be funded through the second phase ending in 2026.

As the Michigan Justice Fund continues its work, it is anticipated that the term of the Fund will be extended.

Individuals with lived experience of the criminal justice system are encouraged to apply.

Responsibilities

Assist with the management of staff calendars, including scheduling/coordinating meetings
Prepare correspondence from key program staff (announcements of special grantmaking programs, etc.)
Track reoccurring deadlines across staff; work collaboratively with staff across Foundation to ensure on-time deliverables
Prepare and assemble materials and reports for special project activities, and provide occasional planning and coordination of events and meetings (make copies, coordinate logistics, and perform other administrative tasks in preparation for meetings)
Coordinate flow of paper and electronic files between Program staff, Finance Department, and Vice President of Program (invoices, grant payment approvals, etc.)
Conduct background research and gather information for various projects
Work with Michigan Justice Fund staff to create contracts for consultants, and track internal and external flow of contracts/payments
Manage invoices for consultants, special projects and meetings; work with Finance Department to ensure payments are made in timely manner
Manage expense reports for Michigan Justice Fund director on a monthly or as needed basis, and work with Finance Department to ensure payments are made in a timely manner
Receive guests (when we return to the office), answer the telephone; organize and schedule meetings and conference calls for Michigan Justice Fund staff and leadership team
Handle routine internal and external inquiries by screening calls, answering questions and redirecting, as necessary, to appropriate personnel. Handle confidential and sensitive information with tact and diplomacy
Proofread/copy/print materials for meetings related to various projects within the Michigan Justice Fund
Track and document key meetings/phone calls related to Michigan Justice Fund, including regular notetaking/summarizing of meetings
Prepare all materials for Michigan Justice Fund staff schedules including meeting materials, itineraries, travel arrangements, correspondence and other information as required
Provide back-up coverage for Reception breaks, lunch, phone coverage periodically in rotation with other staff members
Contribute to MJF grantmaking strategy with insights related to addressing issues of mass incarceration across Michigan
Perform other duties as assigned

Qualifications

Two to four years of work experience with preference to those with professional administrative support experience. Personal and/or professional experiences with the youth and/or criminal justice systems preferred
Experience with detention and/or incarceration in youth, criminal justice or immigration detention facilities preferred. People who have experienced detention and/or incarceration in any of these facilities are encouraged to list any applicable coursework completed, and/or professional/work experiences acquired, during detention and/or incarceration
Understanding of the youth and/or criminal justice reform sector(s), including issue content knowledge (applied knowledge preferred)
Demonstrated oral and written communication skills
Must be detail oriented
Ability to handle confidential information in a professional manner, requiring sound judgment and discretion
Self-starter with the ability to handle multiple projects at a time
Working knowledge of nonprofit organizations, a plus
Interest in youth justice, criminal justice and/or immigrant rights required
Experience working collaboratively with persons and communities of diverse cultural, economic, social, and ethnic backgrounds
Working knowledge of standard office equipment and computer software applications including Word, Outlook, Excel, Power Point and other software required. Experience working with database management software preferred
Ability to respond sensitively and patiently to internal and external inquiries in a timely manner and the ability to handle sensitive information and maintain confidences

Salary Expectation

The targeted salary for those entering this role is $43,600–$54,500.

The Community Foundation for Southeast Michigan offers a robust benefits package including 20 days of vacation accrued monthly, 5 personal days, 11 holidays, 9 sick days accrued monthly, paid parental leave, and employer paid short/long–term disability.

The Community Foundation also offers a pension retirement program after 1 year of service which contributes 10% of salary.

Application Instructions

Internal applicants will be considered first. The application deadline for all applications is August 14, 2023.

Please send your cover letter and resume to Livia Slebodnik, human resources generalist, at: careeropportunities@cfsem.org.

To provide equal employment opportunities to all individuals, employment decisions will be based on merit, qualifications and abilities without regard to race, religion, creed, color, national origin, age, gender, marital status, sexual orientation, gender identity, height, weight, political or union affiliation, disability or any factor prohibited by law.