Program Assistant [Andrew W. Mellon Foundation, New York, NY]

Description

The Andrew W. Mellon Foundation (“Foundation”), a not-for-profit organization that makes grants in five core program areas (higher education and scholarship in the humanities; scholarly communications; arts and cultural heritage; diversity; and international higher education and strategic projects), seeks a Program Assistant for the Arts & Cultural Heritage Program (“ACH”).  The holder of the position will provide logistical and administrative support for the program as well as some administrative assistance to the Program Officer responsible for Art History, Conservation, and Museums.

Summary:

The Program Assistant will have an opportunity to acquire experience in grants management and in working with experts in the arts, cultural heritage, and higher education.  We are seeking a thoughtful, strongly motivated, energetic and congenial individual with well developed communication competencies and organizational skills.  This position combines independent work on on-going grant management activities with collaborative work with colleagues on program planning, special projects and on organizing meetings hosted by the program. The Program Assistant will report to a Program Officer and function as part of a large, multidisciplinary team.  The work is detail-oriented and requires precision, anticipation, patience, efficiency, good humor and discretion.

Position Details:

Responsibilities may include, but will not be limited to the following:

Grant Management:

• Track the progress of proposals from first receipt to presentation to the Board of Trustees
• Review proposals to confirm all required materials have been submitted and comply with the Foundation’s guidelines and templates
• Assist with docket preparation, including drafting docket summaries and outlines, preparation of docket templates and drafting docket text as assigned
• Review reports from grantees in detail, correspond with them about questions or deficiencies, alert program colleagues to unresolved difficulties
• 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
• Compose official grant correspondence, grant modification letters, RFP’s, and other procedural correspondence for staff review

• Monitor grant report status and update grant files and GIFTS, the central electronic file management system, and prepare reports from the database as required
• Assist with information gathering regarding the development of new grant programs and the review of existing programs

Administrative Duties:

• General office and grant-related work, such as filing, maintaining program records, preparing correspondence, responding to requests for information, handling phone calls, assistance with planning and executing on- and off-site convenings, and various other tasks as assigned
• With the administrative assistant, support the calendars and appointment schedules for program officer
• Prepare briefing materials for the Program Officer well in advance of scheduled meetings and travel
• Maintain inquiries inbox, including coding and tracking inquiries, reviewing list with Program Officer on regular basis, and drafting declinations
• Contribute to program budget preparations
• Assist staff with ongoing maintenance and updating of the program website
• Carry out research projects and analysis related to the program as assigned

Requirements

The ideal candidate would hold a bachelor’s degree, preferably in the humanities, or would be a student currently working toward a MA or equivalent.  Some art museum or pre-program conservation experience desirable.  Experience with grants administration preferred.  Required qualifications include:

• Ability to work with minimal direct supervision and manage multiple projects, while being a committed team player

• Excellent writing, editing, and oral communication skills
• Ability to read and understand organizational and project budgets
• Ability to assimilate a high volume of detailed information quickly and accurately in a fast-paced environment
• Willingness to work with a diverse constituency and on multiple tasks, at times under deadline pressure
• High degree of proficiency with Microsoft Office applications (particularly Excel, Word, Power Point).  Sharepoint, GIFTS, and Fluxx experience a plus.
• Integrity, intelligence, discretion, flexibility and sense of humor
• Understanding of and commitment to the goals of the program and the Foundation