Program Assistant, Gun Violence Prevention & Justice Reform

FOUNDATION OVERVIEW

The Joyce Foundation is a private, nonpartisan philanthropy that invests in public policies and strategies to advance racial equity and economic mobility for the next generation in the Great Lakes region. We support policy research, development, and advocacy in six program areas: Culture, Democracy, Education & Economic Mobility, Environment, Gun Violence Prevention & Justice Reform, and Journalism. We focus our grant making primarily in the region, while also exploring promising, evidence-informed policy solutions nationally and at the federal level. The Joyce Foundation makes charitable distributions of $50 million annually on assets exceeding $1 billion.

The Foundation’s commitment to racial equity and economic mobility is reflected in our strategic grant-making priorities, which aim to improve outcomes for all young people, with a focus on young people of color who disproportionately face structural barriers to social and economic progress. It also is reflected in our business operations, as we work to measure the impact of our grant making, staffing, and contracting with the goal of creating greater, more equitable opportunities for people of color. Our work on this front is ongoing. We are committed to aligning our policies, practices, and resources to foster equitable opportunity for all. The Foundation has a staff of 30 and is governed by a 13-member Board of Directors.

The Foundation offers a competitive salary, a generous employee benefits package including paid time off and generous health and wellness benefits and an environment of continuous learning, commitment and self-accountability. We look forward to your application.

POSITION SUMMARY:

The Program Assistant provides, to a maximum of two program teams, the following, essential administrative support:  processing of grant applications and ongoing grants through the Foundation’s grants management software system (Fluxx); clearly and timely communicating with prospective, current and former program grantees; handling the logistics for program team members’ in-person and virtual convenings; managing scheduling and travel arrangements for program staff; and handling other administrative tasks.  

ESSENTIAL DUTIES

Grants Management and Grantee Interaction/Vetting

In accordance with The Chicago Manual of Style, the Joyce Foundation style sheet, defined procedures and established deadlines:

• Work with program team to monitor the grant process, including keeping the grant approval process on track for timely review and approval
• Promptly and clearly respond to routine written and phone inquiries about grants
• Review grant proposals for completeness, including proper budget coding
• Assist program team members in the preparation, editing and organization of grant related documents, including award letters
• Work with program team to track and maintain up-to-date program budget tracker, program benchmark progress and other grant-related data
• Collaborate with program team members in the preparation of materials for the meetings of the Board of Directors
• Consistently ensure grant and grantee information in Fluxx is current and accurate
• Monitor timely submission of grant reports

Meetings and Convenings

• Coordinate and schedule in-office and virtual meetings and convenings, including managing of invitation lists, preparing and sending invitations, tracking responses, ensuring in-person guests entered in the building’s security system and, when relevant arranging space, catering and/or other guest services, such as hotel stays for out-of-town guests when needed for team members
• For virtual convenings, arrange and host webinars using the respective program team member’s preferred meeting platform
• Collaborate with others to ensure flawless technical preparation and support for all meetings and convenings
• Prepare presentations (Powerpoint etc.) for program team meetings by formatting, inputting, editing and conceptualizing text and images

Program Administrative Support

• Schedule meeting for, and manage calendars of, program team members
• Upon a program team member’s request, conduct program-specific research (e.g., gathering relevant news articles)
• Assemble relevant information for correspondence, reports and meetings; and take notes and keep records of program team members’ meetings
• Schedule travel arrangements, including flight and hotel plans
• Prepare and submit expenses for reimbursement

Office Administrative Support

• Provide general office administration when needed, including regular reception relief
• Other duties as assigned.

QUALIFICATIONS

The requirements listed below are representative of the knowledge, skills and abilities required to successfully perform the role of Program Assistant.

EDUCATION and/or EXPERIENCE

• Must have a Bachelors Degree
• Three years of related work experience providing administrative support that includes scheduling, generating correspondence and reports, and interfacing with internal and external stakeholders

• Appreciation of the Foundation’s mission and programs and willingness to learn and embrace basic grants management principles

ORGANIZATION, TIME MANAGEMENT AND COMMUNICATION SKILLS

• Ability to consistently follow directions, plan and organize own work and assist with planning and organizing the work of others
• Excellent time management skills, ability to prioritize and manage multiple and varied tasks, while meeting deadlines

• Superior ability to communicate proficiently in English, strong grammar, spelling and vocabulary utilization, and strong proofreading ability

• Ability to interact professionally, cordially and confidently in a variety of business contexts with internal and external stakeholders, including board members, other funders, potential and current grant recipients

• Strong organizational skills with unwavering attention to detail
• Commitment to excellence in work product delivered by self and others

• Ability to anticipate resource and other needs and respond proactively to support others in their work

• Process-oriented—ability and willingness to follow existing processes to completion
• Team player able to contribute to the formation of effective working relationships across all levels of the organization

COMPUTER /TECHNICAL/MATHMATICAL SKILLS

• Expert level proficiency with all Microsoft Word, Excel, PowerPoint and Outlook
• Proficiency entering information into and retrieving information from one or more database applications
• Ability to learn new technology quickly and competently

REASONING ABILITY

• Ability to research, compile, and understand general information and identify solutions to routine problems

SUPERVISORY RESPONSIBILITIES

None

REQUIRED HOURS

40 hours per week with occasional early mornings and some evening work & weekends are required. Normal business hours for the Joyce Foundation are Monday through Friday 9:00am to 5:00pm.

TRAVEL REQUIREMENTS

None

PHYSICAL REQUIREMENTS

• Ability to walk and stand occasionally and sit for extended periods of time
• Ability to view and read information on screen and paper for extended periods of time
• The employee is regularly required to sit, walk, talk, read, see and hear. The employee is frequently required to use hands and fingers to type, handle, or feel and reach. The employee is regularly required to stand and walk. The employee must occasionally lift and/or move up to 15-20 pounds.

WORKING CONDITIONS

Work is performed in a typical office environment. The Foundation has implemented a hybrid work policy where staff are required to work three days in the office each week. Employees must have adequate internet access to work from home. This schedule can be subject to change at any time.

TO APPLY

The Foundation has secured assistance from CMC Consultants, Inc  to support the search process. Interested parties are encouraged to apply early. The process is completely confidential. Click Here to Apply

Please be prepared to upload the following with your application: 

• A current resume
• A cover letter that speaks to both your practical and administrative experience that prepared you for the role

The Foundation is committed to diversity, equity and inclusion and seeks to build a workforce that is representative of the communities we serve. The Foundation actively invites applications from individuals who identify as a member of a traditionally marginalized and/or underrepresented community.