Program Assistant, The Leeway Foundation

Posted by on July 16, 2012

Program Assistant, The Leeway Foundation

Posted on: July 3, 2012

Program Assistant

This position supports the Leeway Foundation’s office operations in alignment with organizational and program needs; assists with maintaining program related information, general office and communication systems. The Program Assistant collaborates with staff and board as appropriate and reports to the Executive Director.

Specific/Key Responsibilities

General Administration

Answer phones (this position has primary responsibility)
Open and distribute mail
Coordinate application fulfillment
Maintain and update filing systems
Support production and distribution of materials and mailings
Data entry–database and manual spreadsheets
Liaise with building management
Maintain office equipment and supplies, including:
Postage, copy and fax machines
Troubleshoot phone, printers, and accessories

Support bookkeeping/financial processes, including:
Opening and preparing invoices for payment
Reviewing monthly bank statements; making bank deposits
Coordinating check signing

Program Support

Help administer and support grant programs, which may include:
Application processing
Verification and tracking of applications
Coordinating logistical details for panel meetings, events, workshops, etc.
Production and distribution of panel materials
Preparing grantee notification and payment letters, generating reports as needed
Preparing data on grant statistics
Participating in staff grant review sessions
Represent Leeway and its grant programs at community events, as well as applicant support and grant information sessions

Communications/Event Support

Field general information inquiries via email
Coordinate preparation efforts for grantee events, workshops, meetings, etc.
Maintain room reservations and calendar
Coordinate ordering of food and drinks for meetings and events
Proofread and edit outreach materials

Other activities/duties as appropriate

Attend meetings and other sessions as required, e.g. panel meetings, applicant workshops, and relevant Staff, Board, Committee meetings and retreats
Coordinate with housekeeping and liaise with building management and facilities staff

Qualifications

Ability to work well on a team and relate effectively to people of diverse backgrounds, including applicants, vendors and others
Well-organized with ability to work independently
Attention to detail
Excellent written and problem-solving skills combined with experience developing creative solutions
Ability to multi-task and work well under pressure to meet deadlines
A good sense of humor
Flexibility, and a willingness to learn and be open to new ideas
Interest in the Foundation’s mission
English proficiency required, proficiency in a second language related to grantmaking desirable (e.g. Spanish)

http://www.idealist.org/view/job/wZz55bNF8h8d/