Program Associate

Program AssociateThe Program Associate serves as a key programmatic and administrative partner supporting the Foundation's Defending Inclusive Democracy portfolio. Working closely with the Senior Program Officer, the Program Associate helps advance a diverse portfolio of initiatives by providing project management, program coordination, systems management, and administrative support.This role plays a critical part in operationalizing strategic priorities into effective execution. The Program Associate manages project workflows, tracks commitments and deliverables, coordinates activities among internal and external stakeholders, maintains project management and relationship management systems (CRM), and supports successful implementation of the portfolio of initiatives in the focus area.The Program Associate is highly organized, self-directed, and capable of working independently with minimal supervision. The role requires strong project management skills, sound judgement, intellectual curiosity, cultural competence, and the ability to engage effectively with scholars, policy experts, faith leaders, institutional partners, and other collaborators working to strengthen democratic institutions and practices.Key ResponsibilitiesProgram Coordination & Project ManagementCoordinate and support the planning and implementation of initiatives within the Defending Inclusive Democracy portfolioDevelop, maintain, and monitor project plans, timelines, deliverables, and milestones across multiple concurrent initiativesTrack action items, commitments, deadlines, and follow-up activities to ensure timely execution of program prioritiesMonitor project progress and proactively identify risks, challenges, and opportunities for improvement.Assist in the development of annual workplansCoordinate activities among internal staff, consultants, and external collaboratorsProgrammatic SupportServe as a thought partner to the Senior Program Officer by helping organize, synthesize, and manage information related to focus area priorities and initiativesPrepare briefing materials, presentations, reports, summaries, and other program-related documentsConduct information gathering and background research to support program activities and planning effortsSupport the development and coordination of new initiatives and emerging areas of workAttend meetings and convenings as needed, documenting key decisions, action items, and next stepsTrack emerging opportunities, issues, and priorities requiring follow-upSystems & Information ManagementMaintain project management systems and workflows utilizing Monday.comEnsure project information timelines, and deliverables, and stakeholder activities are accurately documented and maintainedManage ad update CRM records to ensure accurate tracking of stakeholder engagement and portfolio activitiesGenerate reports, status updates, and tracking tools to support program planning and decision-makingIdentify opportunities to improve workflows, project tracking systems, and information management practicesSupport the development and implementation of consistent program management processesAdministrative & Operational SupportCoordinate meetings, schedules, travel arrangements, and related logisticsSupport the contract administration process, including tracking approvals, deliverables, reports, and payment statusAssist with budget monitoring and expenditure trackingCoordinate preparation and distribution of meeting materials and communicationsMaintain organized program files and recordsSupport special projects and other duties as assignedRequired QualificationsEducation & ExperienceBachelor's degree required, advanced degree preferredThree to five years experience in program coordination, project management, nonprofit administration, higher education, philanthropy, public policy, or a related field requiredDemonstrated experience drafting, analyzing, and communicating complex policy content effectivelyExperience managing multiple projects and priorities simultaneouslyExperience working with Monday.com and/or other project management/CRM platforms (Monday.com preferred)Knowledge, Skill, & AbilitiesDemonstrated project management skills with the ability to coordinate multiple initiativesDemonstrated experience using Monday.com or similar project management softwareExperience maintaining CRM databases and stakeholder recordsStrong organizational skills and attention to detailExcellent written and verbal communication skillsStrong analytical, problem-solving, and critical thinking abilitiesAbility to develop, improve, and maintain systems and processesAbility to work independently and exercise sound judgement with minimal supervisionExcellent proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and OutlookAbility to manage sensitive and confidential information appropriatelyAbility to build and maintain productive working relationships with diverse stakeholdersPhysical DemandsAbility to work at a computer for extended periodsAbility to travel for meetings, convenings, and Foundation activitiesAbility to lift and carry up to 25lbsAbility to work occasional evenings or flexible hours in support of program activities or events