Program Operations Associate

Responsibilities

• Drives communication and/or meetings between program staff and grants staff to coordinate typical and off-cycle grant-making workflows, deliverables, and deadlines, ensuring alignment across teams.
• Designs, manages, and continuously improves core program and grant-related documents (e.g. briefing materials, summary documents, process maps, decision memos) as tools to structure workflows, clarify next steps, and drive progress across teams.
• Buils and manages shared trackers or systems that support visibility into grant-making timelines and deliverables.
• Tracks grant-making timelines and outstanding deliverables across Program and Grants teams, proactively identifying risks and dependencies, helping ensure work or decisions move forward on schedule.
• Communicates with staff on deadlines, missing materials, or pending decisions so that the grant cycle can continue to progress on time.
• Keeps Program staff and leadership on track with work related to strategic plan changes, including facilitating communication and/or scheduling meetings; developing and maintaining trackers; proactively tracking progress; and following up with staff.
• Collaborates with the ED and Program Director to develop Program Officer meeting agendas, prepare supporting materials, and if applicable, coordinate post-meeting follow-ups.

Executive Director Support

• Manages and prioritizes the ED’s calendar, coordinating scheduling for both internal and external meetings.
• Supports ED’s preparation for board-facing conversations by drafting or coordinating with internal teams to provide meeting materials and ensuring materials are provided on time.
• Aids in follow-up and execution on key action items emerging from board conversations.

Communications

• Coordinates, compiles, and edits information from the ED and internal teams to create monthly reports to the Board on the Foundation’s activities.
• Coordinates, compiles, and edits information from Program staff to create a grant-making overview document for the Board each grant cycle.
• Aids in compiling annual Progress Update Reports to the Board.
• Drafts and edits annual reports on the Foundation’s grant-making, partnering with Grants Team to obtain grants data.
• Supports Program staff in drafting other communications, as needed.

Qualifications

• Commitment to the Foundation’s core values of Excellence, Fairness, Humility, Self-Reliance, and Trustworthiness.
• Commitment to and belief in the Foundation’s core program areas and portfolios.
• Exceptional organizational and project coordination skills with strong attention to detail.
• Demonstrated ability to prioritize competing demands and navigate a dynamic environment with sound judgment.
• A problem-solving mindset and is adaptable when plans change or challenges arise.
• Excellent written and verbal communication skills, including experience drafting polished professional materials.
• Strong interpersonal skills and ability to work effectively across teams and seniority levels.
• High level of discretion and professionalism when handling sensitive information.
• Proficiency with Microsoft Office Suite, including Microsoft Planner or similar project management tools.
• 4–6 years of experience in operations, program coordination, or executive support.
• Prior experience working with foundations or non-profits is preferable but not required.

Location

Staff spend three days per week “with people,” i.e., in the field with grantees or in the New York City office with colleagues. The other two days may be remote.

Compensation

The annual starting salary range is $85,000 to $95,000, and the salary is commensurate with the candidate’s skills and experience. PCLB also offers a strong benefits package.

Application Process

Interested applicants should submit a cover letter and resume to careers@pclbfoundation.org with “Program Operations Associate” and where you found this job posting in the subject line.

The Peter and Carmen Lucia Buck Foundation is an equal opportunity employer.