Program Assistant, Higher Learning

Position description

The Mellon Foundation (“Foundation”) is a not-for-profit, grant making organization that believes that the arts and humanities are where we express our complex humanity, and we believe that everyone deserves the beauty, transcendence, and freedom to be found there. Through our grants, we seek to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive. The Foundation makes grants in four core program areas – Higher Learning, Arts and Culture, Public Knowledge, and Humanities in Place – and through its signature Presidential Initiatives. The Foundation is seeking a Program Assistant for our Higher Learning team.

About the Higher Learning Program

Working with colleges, universities, and other organizations that expand understanding and appreciation of the humanities, Mellon makes grants through its Higher Learning program that foster our understanding of American history and culture; develop the interpretive tools and methods scholars use to create meaning; support faculty and students whose work exemplifies a drive toward greater equity in their fields and institutions; and promote pathways for scholars and academic leaders.

Position Summary:

This position will provide grant management, administrative, clerical, and logistical support for the program. He/she/they will participate in various collective activities of the program and the Foundation, and on occasion may take on special assignments.

The Program Assistant will have an opportunity to acquire experience in the administration of the grantmaking process, and in working with higher-education professionals. We seek a thoughtful, strongly motivated, energetic, and congenial individual with well-developed communication competencies and organizational skills. This position combines independent work on on-going grantmaking activities (such as reviewing reports, responding to calls and correspondence from grantees, and assisting with preparing dockets for trustee meetings) with collaborative work with colleagues on program planning, special projects, and organizing meetings hosted by the program. The Program Assistant will report to the Director of the Mellon Mays Undergraduate Fellowship Program and Senior Program Officer. The work is meticulous and requires precision, patience, efficiency, good humor, and discretion.

Position Description:

Responsibilities may include, but will not be limited to the following:

Grant Management:

• Participate as needed in meetings with current and potential grantees; take notes and maintain notes and records on grant and potential grant activities.
• Review reports from grantees in detail, correspond with them about potential issues, alert program colleagues to unresolved difficulties.
• Correspond with grantees as required, including processing budget reallocations, no-cost extensions, and other grant modifications.
• Monitor the progress of proposals from first receipt to presentation to the Board of Trustees, including their tracking and management in Flux, the Foundation’s online grant management system.
• Work with other Foundation departments to ensure timely delivery and processing of grant-related information and facilitate rapid response to internal questions as they arise.

• Assist with information gathering regarding the development of new grant initiatives and the review of existing programs.

Administrative Duties:

• General office and grant-related work, such as maintaining program records, preparing correspondence, responding to requests for information, handling phone calls, photocopying, word processing, and various other tasks as assigned.
• Process honoraria and other program expenses as needed.
• Assist with planning and coordinating arrangements for on- and off-site meetings.
• Assist staff with ongoing maintenance and updating of the program website.
• Conduct research projects and analysis related to the program as assigned.

Qualifications

• Bachelor’s degree, preferably in the humanities or social sciences, or would be a student currently working toward an MA or equivalent.
• One or more years of full-time work experience is required.
• Experience with grants administration preferred.

• Ability to work with minimal direct supervision and manage multiple projects, while being a committed collaborator.
• Excellent written and oral communication skills.
• Ability to read and understand organizational budgets.
• Willingness to work with a diverse constituency and on multiple tasks, at times under deadline pressure.
• Computer literacy and proficiency, particularly with Microsoft Office applications (Excel, PowerPoint, Word, Outlook, SharePoint)
• Familiarity with Fluxx, or other grant management systems is a plus.
• Ability to learn new applications quickly.
• Understanding of and commitment to the goals of the program and the Foundation
• Integrity, intelligence, discretion, humility, flexibility, and a sense of humor

The Mellon Foundation is committed to building an inclusive workplace where all individuals are treated with dignity and respect. Employment opportunities are based on individual qualifications, merit, and organizational need, without regard to race, color, religion, sex (including pregnancy, childbirth, and related conditions), gender identity or expression, sexual orientation, age, national origin, disability, veteran status, or any other characteristic protected by applicable law. We welcome applications from qualified individuals of all backgrounds.

Application instructions

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