CUNY Academic Commons

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The Andrew W. Mellon Foundation (“Foundation”) is a not-for-profit,
grantmaking organization that seeks to strengthen, promote, and, where
necessary, defend the contributions of the humanities and the arts to human
flourishing and to the well-being of diverse and democratic societies. It
makes grants in five core program areas (higher education and scholarship
in the humanities; arts and cultural heritage; diversity; scholarly
communications; and international higher education and strategic projects).
The Foundation seeks a Program Assistant in the Higher Education and
Scholarship in the Humanities department.

*Summary*
The holder of the position will provide administrative, clerical, and
logistical support for the program as well as administrative assistance to
the Senior Program Officers. He/she 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 on organizing
meetings hosted by the program. The Program Assistant will report to a
Senior Program Officer. The work is detail-oriented and requires precision,
patience, efficiency, good humor and discretion.

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

GRANT MANAGEMENT
Monitor the progress of proposals from first receipt to presentation to the
Board of Trustees, including their tracking and management in Fluxx, the
Foundation’s current online document management system
Review reports from grantees in detail, correspond with them about
deficiencies, alert program colleagues to unresolved difficulties
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
Correspond with grantees as required, including notification about no-cost
extensions, and replies to other grant-related queries
Update grant files in Fluxx, resolve inconsistencies, and prepare reports
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 electronic filing,
maintaining program records, preparing correspondence, responding to
requests for information, opening and sorting mail, handling phone calls,
photocopying, word processing, and various other tasks as assigned
Manage or support the calendars and appointment schedules for program
officers as needed
Make travel arrangements and prepare travel itineraries as needed
Prepare expense reports, track reimbursements 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
Carry out research projects and analysis related to the program as assigned

*Qualifications*
The ideal candidate would hold a bachelor’s degree, preferably in the
humanities or social sciences, or would be a student currently working
toward an MA or equivalent. Experience with grants administration
preferred. Applicants should possess:

Ability to work with minimal direct supervision and manage multiple
projects, while being a committed team player
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 (Access, Excel, Power Point, Word) and familiarity with online
media platforms such as Twitter and Tumblr would be desirable
Ability to learn new applications quickly
Integrity, intelligence, discretion, flexibility and sense of humor
Understanding of and commitment to the goals of the program and the
Foundation
The Foundation is an equal opportunity employer that offers a competitive
salary, outstanding benefits, and excellent working conditions.

*CONTACT INFORMATION*
Candidates should apply by submitting a thoughtful cover letter describing
fit for the position together with a resume to: Program Assistant (HESH).
We will consider each response carefully, but contact only those
individuals we feel are most qualified for the position.

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