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Job Posting @ Mellon Foundation – Program Assistant in Higher Ed. (Full Time)

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    Matthew K. Gold


    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.

    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:

    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

    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
    Assist staff with ongoing maintenance and updating of the program website
    Carry out research projects and analysis related to the program as assigned

    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
    The Foundation is an equal opportunity employer that offers a competitive
    salary, outstanding benefits, and excellent working conditions.

    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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