JOB SUMMARY

The Program Associate for the Child Well-being Program supports the Director and Program Officer by managing and overseeing administrative, budgeting, event-planning and communication matters related to the program. The Program Associate is a contributing member of a high-performing three-person team. The duties of the Program Associate are under the direction of the Director and Program Officer.

RESPONSIBILITIES

Grant Program Oversight

• Assist with strategic planning for current and new grant program areas of focus;
• Provide support in the grant selection process, including preparing application templates, processing applications and otherwise assisting in the review process for grant applicants;
• Respond to inquiries from grantees and potential grantees;
• Collaborate with the foundation’s Grants Management staff and CWP staff to monitor grant activities;
• Conduct periodic site visits and surveys of grantees;
• Become an effective user of the foundation’s grants management and application intake software;
• Evaluate progress reports submitted by grantees and prepare payment requests and grant close-out memoranda for approval by the director;
• Occasionally represent CWP at external meetings;
• Coordinate the grant application process. 

Meeting Organization

• Plan and manage event logistics for program-related meetings and site visits, including drafting and reviewing contracts, coordinating travel plans and organizing meeting materials;
• Identify and manage vendors for meeting locations, catering and lodging;
• Take meeting notes and tweet about meeting events.

Budget and Accounting Responsibilities

• Manage CWP’s annual operating budget for the Program Director’s review and approval;
• Make purchasing decisions, process purchase orders and receive goods;
• Track and process all expenses, including honoraria, invoices and reimbursements, and manage costs within the program budget.

Communications Responsibilities

• Serve as program liaison for general inquiries, grantees and consultants;
• Update and maintain CWP’s portion of the foundation’s website in collaboration with the foundation’s Communications department, including writing and proofing content; uploading grantee publications, funding opportunities and new grantees to the website; and adding web pages to the foundation’s content management system;
• Create internal and external correspondence on behalf of the program staff;
• Respond to grantees regarding grant applications and subsequent reporting processes;
• Draft, review, and edit reports and presentations for board and program meetings;
• Contribute ideas and platforms to communicate the work of CWP and its grantees through its social media, websites and other channels;
• Collaborate with the foundation’s Communications department to monitor media coverage of the program’s awards and activities;
• Maintain and use an electronic mailing list for distribution of CWP notices.

Administrative Responsibilities

• Manage program staff schedules and related calendars;
• Engage in database management and the drafting of contracts and grant agreements;
• Create and organize meeting materials;
• Assist with travel arrangements, processing travel reimbursements, invoices and honoraria;
• Identify, engage and manage vendors for meeting locations, catering, lodging, etc.;
• Take meeting notes and generate meeting minutes;
• Provide administrative support to African Health Initiative Director;
• Other tasks as required for CWP or other areas under Program Director’s purview.

QUALIFICATIONS

• Bachelor's degree, preferably in a related social science or health field;
• Strong interest in child abuse prevention, early childhood development or public health;
• Three-plus years’ work experience in a professional setting;
• Outstanding organizational skills with an excellent attention to detail and ability to multi-task;
• Strong computer and Internet skills with a high level of experience in Microsoft Excel, Word and PowerPoint;
• Ability to take initiative and make independent informed decisions, sometimes on behalf of Director and Program Officer;
• Excellent analytical and problem-solving skills;
• Versatility and adaptability, with the ability to manage many projects and several priorities simultaneously;
• Self-motivated team player who works cooperatively and positively with other employees;
• Strong interpersonal, verbal, and written communication and editing skills.

Preferred

Experience in accounting, database and web content applications (e.g., Great Plains, SurveyMonkey, MailChimp and content management systems).