Programs Assistant

Job Responsibilities

• Provide administrative support for the Center’s grantmaking functions.
  • Scheduling, Meetings and Events Support
    • Manage the DGP’s schedule to assure their calendar is up-to-date and considerately arranged.
    • Cook up with the Center’s executive support staff and other administrative staff to monitor and maintain the Center’s operations calendar.
    • Schedule a high volume of virtual and in-person meetings between Center constituents, applicants, consultants, grantees, and program staff.
    • Greet and provide hospitality to Center guests and support the execution of virtual meetings and presentations in Microsoft Teams.
    • Liaise with operations staff to ensure meeting rooms are secured and to ensure optimal logistical arrangements for in-person and hybrid remote/in-person meetings, including set up and breakdown of AV equipment.
    • Arrange/request catering, restaurant reservations, hotel, and travel.
    • Facilitate routine internal program meetings on a weekly or monthly basis.
  • Grant Application Cycle Support
    • In collaboration with all grant programs and the Center’s Chief Administrative Officer (CAO), closely track and maintain the schedule of application deadlines, notification dates, grant panelist review periods, and grant adjudication panel meetings.
    • Work with CAO to request, collect, and organize financial audits/statements from applicant organizations to ensure financial threshold eligibility criteria are met.
    • Provide basic technical support to applicants and panelists on the use of the Center’s online application system.
    • Work with the Center’s core administrative staff to ensure the Center’s online application system is updated and prepared to open for each stage of the application cycle.
    • Communicate necessary changes to application forms, review criteria, and dates in a timely manner.
    • Serve as a point of contact for all Pew Fellows and provide assistance and guidance as needed.
    • Coordinate logistics for the Center’s partnerships with selected artist residency programs and serve as the main contact for Pew Fellows.
    • Track the selection process and schedule of residencies, process payments and request and collect travel waivers before each residency and final reports at the end of each residency opportunity.
    • Schedule and organize the Center’s annual Pew Fellowships orientation and financial consultant meetings.
  • Daily/Ongoing Tasks
    • Provide general support to DGP with technology, calendar, and correspondence.
    • As requested by the DGP, write, transcribe, and manage email and written correspondence to constituents and consultants, including memos, agendas, invitations, requests, and reminders.
    • Field general programmatic inquiries that come from website visitors.
    • Collect payment information, tax forms, letters of agreement, and invoices from Center external vendors, consultants, and constituents to issue payment.
    • Aid DGP in managing their corporate credit card; prepare monthly credit card reconciliation.
    • Ensure that contact lists are kept up-to-date, and that the appropriate persons and organizations are receiving materials.
    • Ensure that outgoing mail and express packages are handled appropriately.
    • Aid DGP in updating the Center’s databases and Grants Management System with information about applicants, grantees and other constituents to the Center’s operations, capacity-building programs, and communications.
    • Work cooperatively with the Center’s communications staff and grants administrator to keep the portions of the database that pertain to the Programs both accurate and current, performing data entry as requested.
    • Track grantee news and media coverage on a monthly basis, providing information for Center website and other communications materials.
    • Create and disseminate accurate attendee contact information and evaluation surveys after Program events.
    • Maintain the program’s archives and libraries, managing the accessioning and deaccessioning of materials under the direction of program staff.
  • Special Assignments and Projects
    • Upon request of the DGP, perform special communications, administrative or logistical functions, including qualitative research; quantitative analysis.

Organization-Wide Competencies

• Accountability: Prepares for work assignments and meetings, Conducts thorough fact-finding, decision-making and/or follow through, Admits mistakes and errors and informs others when one is not able to meet a commitment.
• Job Quality: Dependably demonstrates job knowledge necessary for the position, Produces timely, accurate, high quality work output, Prioritizes work responsibilities effectively and produces work quantity expected for the role.
• Service: Identifies problems and collaborate with others to devise and create effective solutions. Interacts and communicates with fellow employees in a manner that promotes a harmonious and cooperative working environment in accordance with our Core Values. Facilitates open communication and keeps an open mind about new ideas.
• Leadership: Sets a good example for others, Demonstrates ethical decision-making and communication, Makes decisions. Uses a solution-oriented, collaborative approach.
• Collaboration: Seeks win-win outcomes in decision-making, Shows a proactive, inclusive, helpful, and respectful attitude to colleagues, guests and others, Takes initiative to contribute to diversity, equity, inclusion, and accessibility initiatives.