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Part-Time Program Assistant

Job Summary
The part-time Program Assistant plays a key role in the Foundation by directly supporting grantmaking and community engagement activities. The successful candidate will be highly organized, an excellent communicator, and enjoy working in multiple content areas simultaneously, constantly learning and applying a versatile skillset. Examples of work include utilizing the grants management software, interaction with grantees and potential applicants, and assisting program staff to evaluate grantee performance and progress, coordinating meetings with funded partners, and preparing presentations. The Program Assistant reports to the Executive Director and works three days/week.

Program and Grants Management Support

  • Assists with maintaining official grant files and security of confidential information. Maintains the online database and physical grant files, ensuring the accuracy and integrity of data
  • Assesses applicant eligibility and connects requestors to staff; Confirms applicant 501(c)3 status through Guidestar Charity Check and other due diligence functions; Assures compliance with IRS regulations for private foundations
  • Use of online grants management system to develop reports and participate in Funded Partner and Strategic Partner reviews and performance assessments
  • Follow up with funded partners regarding outstanding reports or check-in meetings; Monitors, schedules, and tracks grant payments
  • Manages process and timeline for reviewing grant reports
  • Verifies accuracy of grant-related documents for payment and audit purposes; Processes grant payments and prepares grantee notifications of grant approval/declination
  • Maintains the online grants management system and stays current with software updates
  • Manages mailings, as appropriate, to grantees, Board members, vendors, contractors, and consultants, as well as special stakeholder groups
  • Assists with developing materials for Board of Directors and committee meetings
  • Responds to funded partner troubleshooting and technical assistance needs on the grants management portal

Other Responsibilities:

  • Work with funded and external partners to help plan meetings/convenings, including coordinating meeting logistics, communications with attendees, and follow up
  • Develops PowerPoint presentations for external audiences
  • Supports the creation of electronic and print communications; participates in drafting internal and external communications documents related to the Foundation’s goals and missions
  • Assists with maintaining and updating the Foundation website related to specific projects
  • Other duties as required to support Foundation responsibilities

Required knowledge, skills, and abilities:

  • Nonprofit or foundation experience preferred
  • Strong oral and written communication skills, with demonstrated ability to express ideas concisely and clearly
  • Excellent organization and time management skills with attention to detail
  • Maintains a high degree of privacy and confidentiality
  • Ability to take initiative, prioritize and complete multiple project assignments
  • Willing to accept changes in priorities and meet deadlines
  • Strong interpersonal skills
  • Ability to work independently and as part of a team in a small office environment
  • Flexibility and willingness to take direction
  • Demonstrated ability to work with the public in a courteous and professional manner
  • Ability to work sensitively and effectively with diverse populations
  • Performs job requirements efficiently and orderly
  • Personal and professional integrity, pleasant attitude, self-motivated, service-oriented approach
  • Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, OneNote)
  • Strong familiarity with project management software tools

Required education and work experience:

  • Bachelor’s degree in business or public administration or related fields
  • Five years of increasingly responsible administrative experience

The ideal candidate will be a creative, energetic self-starter who is detail-oriented, organized, efficient, and able to prioritize, multitask, and manage time wisely. They will have excellent oral, written, and interpersonal communication skills, be able to work effectively with individuals from a wide variety of backgrounds and cultures, be a team player working with other Foundation personnel, and have the ability to maintain a good sense of humor and perspective. The incumbent will have specified computer and software proficiency and be familiar with the operation of essential office equipment. They will reflect integrity and maturity in carrying out responsibilities and representing the Foundation.

How to Apply:

Interested candidates should send the following to resumes@healthyhighpoint.org:

  • Cover Letter
  • Resume
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