Program Delivery Associate, Astrophysics & Space

Program Delivery Associate

Schmidt Sciences is a nonprofit organization founded in 2024 by Eric and Wendy Schmidt that works to accelerate scientific knowledge and breakthroughs with the most promising, advanced tools to support a thriving planet. The organization prioritizes research in areas poised for impact including AI and advanced computing, astrophysics, biosciences, climate, and space—as well as supporting researchers in a variety of disciplines through its science systems program.

The Role

Reporting to the Program Delivery Manager, the Program Delivery Associate will play a central role in supporting program and grants management within the Astrophysics & Space (Astro) Center. The Associate will help manage gifts and grants throughout their lifecycle, support implementation of Astro's strategic and programmatic priorities, and contribute to building and maintaining a strong community of awardees and partners. The Associate will support both new and existing programs within the Astro portfolio, and is expected to scale and improve operational processes over time.

Key Grants Administration Responsibilities:

• Input and maintain accurate grants and gifts data in the grants management system, including timely updates, documentation, and compliance with internal standards.
• Support due diligence processes for grants and gifts, including documentation review and coordination with Finance, Legal, and Grants & Gifts teams.
• Monitor reporting requirements, milestone deliverables, and payment schedules to ensure compliance and timeliness; follow up with awardees and internal stakeholders.
• Assist in the selection and award process, including organizing application materials, coordinating review processes, supporting due diligence and evaluation, and managing award documentation and execution.
• Respond to awardee inquiries related to reporting, payments, and grant administration.

Key Operations Management Responsibilities:

• Assist with program launch and implementation processes, including coordinating budgets, contracting steps, and internal workflows for new and existing Astro initiatives.
• Maintain accurate portfolio data within internal tracking systems (e.g., Salesforce, Airtable) and ensure consistency across tools and programs.
• Develop and refine operational templates, trackers, and processes across the Astro portfolio, with an eye toward standardization and scalability
• Coordinate contracts for reviewers, advisors, program participants, and vendors in partnership with internal teams.
• Ensure the program team is aware of updates to internal processes and workflows, helping reinforce consistent implementation and compliance.
• Identify opportunities to improve operational efficiency and consistency across programs, and propose changes for review with the Program Delivery Manager and program leads.
• Support monitoring and evaluation of projects by tracking key metrics, organizing and reviewing reports, and collating information that helps the team assess progress against goals.

Key Stakeholder Collaboration, Engagement, and Communication Responsibilities:

• Serve as a day-to-day operational point of contact for awardees, responding to questions and coordinating with internal teams to resolve issues.
• Collaborate closely with Program, Finance, Legal, Grants & Gifts, Communications, and Community teams to ensure seamless program implementation and alignment with internal processes.
• Work with our communications team to develop or contribute to materials that highlight the accomplishments and impact of Astro awardees.
• Support the design and implementation of event strategy for Astro convenings, including logistics coordination, information management, and post-event synthesis of outputs and learnings.
• Gather and synthesize feedback from awardees and internal stakeholders to identify trends, pain points, and opportunities for process improvement, sharing recommendations with the Program Delivery Manager and the Astro team.

Knowledge, Skills, and Abilities:

• Strong organizational and project coordination skills, with attention to detail and follow-through.
• Demonstrated ability to support multiple projects and deadlines in a dynamic environment.
• Experience collaborating with and coordinating across diverse internal and external stakeholders.
• Ability to manage multiple priorities and deadlines in a dynamic environment.
• Clear written and verbal communication skills, including the ability to summarize complex information in a concise way.
• Self-starter with the ability to take ownership of tasks, anticipate needs, and drive execution with appropriate guidance.
• Ability to learn and navigate grant management systems (GMS); familiarity with Salesforce or similar platforms is a plus.
• Comfort working with scientific content and a willingness to learn more about astrophysics and space research as needed.

Requirements:

• 4-6 years of experience in an operational, grants, or program management/delivery function, ideally in a philanthropic, academic, or research-focused organization.
• Bachelor's degree or equivalent from an accredited institution.
• Demonstrated ability to work with multiple teams to support management of grant portfolios and coordinated work across multiple teams.
• Values-based, collaborative working style with commitment to ethics, integrity, and confidentiality.
• Based in the New York Schmidt Sciences office and able to travel within the U.S. and internationally as needed (approximately 20%), following company policy.

Desired Additional Skills:

• Experience collaborating with scientific research teams or academic institutions, particularly those spanning multiple geographic locations.
• Experience working in a philanthropic organization, particularly one focused on science, technology, or research funding.
• Bachelor's degree in a scientific, technical, or computing-related field.
• Demonstrated interest in astrophysics, space research, or the broader scientific research ecosystem.

$120,000 - $160,000 a year

This role requires access to U.S. export controlled information. Candidates must be a U.S. person (i.e. a citizen of the United States, a permanent resident, or a legal asylee or refugee) OR receive approval from the U.S. Government to work with U.S. export controlled information.

This is an exempt position.

Schmidt Sciences, is an Equal Employment Opportunity employer that proudly pursues and hires a diverse workforce. We do not make hiring or employment decisions on the basis of race, color, religion or religious belief, ethnic or national origin, nationality, sex, gender, gender-identity, sexual orientation, disability, age, military or veteran status, or any other basis protected by applicable local, state, or federal laws or prohibited by Company policy. We strive for a healthy and safe workplace and strictly prohibit harassment of any kind.