Senior Program Associate

2000 Avenue of the Stars, Los Angeles 90067 A philanthropic foundation dedicated to addressing the critical issues of our time through innovation, community, compassion, and communication since 1989. ABOUT THE POSITION SUMMARY The Senior Program Associate reports to the Senior Director, Programs, Community Grantmaking & Special Initiative, and is responsible for key grantmaking in the Community Grantmaking portfolio. In addition, she/he is responsible for managing and coordinating administrative and logistical activities associated with the Foundation's capacity-building program, Alchemy. Also, this person is the lead program coordinator of Catchafire, the online capacity-building program. Under the direction of the supervisor, reviews proposals, conducts site visits and makes recommendations in the community grantmaking program. KEY RESPONSIBILITIES Under the guidance of a supervisor, reviews the proposal to determine relevance to the mission and vision of the Foundation's collective giving fund, Chairman's Fund, and Community Grantmaking. Communicates, as assigned, with potential applicants and grantees to provide information about grant guidelines, report requirements, and related information. Participates in the due diligence and programmatic review of grant proposals, including site visits, analysis of narratives, recommendations for approval, budgets, financial statements, board membership/participation, and interim and final reports. This position provides administrative and programmatic support to the Program department, by working closely with other senior program staff and the grants management team to carry out traditional grantmaking activities, as well as other special projects, assignments, and initiatives as strategically defined by the Trustees. Manages, with the grants team, the application, internal review by program staff, and declination process for applicants and staff. Sends emails to Programs and Grants staff, Executive Director, and Trustees on updates in the community grantmaking process. Creates and maintains policies and procedures, calendars of key events, activity tracking spreadsheets, timelines and key deliverables, statements of roles and responsibilities for staff/vendors/partners, participant rosters, and other activities necessary for the proper administration of the Alchemy program. Working with supervisor, and the lead Alchemy program officer, manages and coordinates training and workshop activities and logistics to successfully provide Alchemy workshops and services. This includes assisting, identifying, and assigning necessary staff and outside resources for the training. Handles communication with Alchemy training participants, facilitators, and other key stakeholders and partners. Under the direction and guidance of the supervisor, this person is the lead program coordinator of Catchafire, the online capacity-building program. Maintains calendars, monitors timelines and deliverables, plans events, and creates and monitors budgets and Manages assigned projects including a collection of data, a compilation of management reports, tracking of consultant assignments and contracts, and updating databases. Documents and tracks consultant activities associated with assigned projects. Ensures that contracts are up to date. Reviews invoices and submits for approval. Completes a variety of research efforts to support program priorities and projects. Prepares memos and routine correspondence. Performs other related duties and special projects as assigned. SUPERVISORY RESPONSIBILITIES: None PRIMARY INTERACTIONS Daily interaction with program and grants staff related to proposals, procedures, data management, file reviews, report edits, and grants agreements. Regular contact with the project directors and Trustees associated with assigned projects. Regular contact with supervisor and programs and grants teams associated with assignments. Participates in weekly program meetings and monthly programs/grants meetings. Regular contact with community-based organizations and other foundations to seek information in support of grantmaking. KNOWLEDGE, SKILLS, AND ABILITIES Advanced MS Word, Excel skills and competencies, including the ability to do mail merges. Strong research and report-writing skills. Strong attention to detail and accuracy. Strong organizational skills and ability to create plans and monitor results. Strong oral and written communication skills. Initiative and persistence when working independently. Strong ability to work interdependently as a member of a team. Ability to balance priorities in a multi-task environment. Critical thinking, analytical skills, and sound judgment. Tact and ability to work effectively with Trustees, colleagues, grant seekers, government officials, and the public. Ability to respectfully work in a multicultural environment and to support communities and individuals from Ability to use data systems and office software (e.g., Word, Excel), knowledge of the SmartSimple grants management system, and internal office communications systems (e.g. Slack). Familiarity with governance requirements in the foundation and nonprofit sectors. EDUCATION, EXPERIENCE, AND CERTIFICATIONS Bachelor's degree (Master's degree preferred) in public or business administration or related field. Three or more years of work experience, preferably in a foundation or nonprofit environment or an equivalent blend of education and experience. ENVIRONMENTAL FACTORS AND CONDITIONS/PHYSICAL REQUIREMENTS Works primarily in a business office but may also spend time on site visits—use of computers requires hand/wrist motion and visual focus—requires extensive review of detailed financial reports and grant agreements. #J-18808-Ljbffr The Annenberg Foundation