Brief Description

The Program Associate (PA) plays a critical administrative and project management role in coordinating the Initiative's grantmaking activities. The associate will provide support for key operational areas of the team, including project management/tracking, communications, and knowledge sharing, coordination of meetings, contribution to project reports, research, budgeting, and grant process management. This position will also assist the team with general administration functions including the coordination of convenings and scheduling.

Reporting to the Senior Program Officer, the Program Associate will participate in project and department-wide activities, meetings, conferences, etc. They will participate in programming discussions and will be familiar with the Foundation's approaches. They will possess significant writing skills and an excellent ability to multitask.

Partnership is a key tenet of the Initiative program strategy; consequently, this person should be adept at interacting with a range of diverse stakeholders in a professional, collaborative, and diplomatic way.

This role will serve to advance the Foundation’s mission of impacting those experiencing disadvantage, specifically by supporting efforts aimed at improving the lives of Transitioned-aged Foster Youth (Foster-TAY). The initiative partners with organizations to deliver services, resources, and supports to enable youth in Los Angeles, New York City, and Atlanta who are transitioning out of foster care to lead healthy, meaningful, and self-sufficient lives. In addition, the initiative works collaboratively with key stakeholders to empower youth and engage those systems that are designed to serve them. The aim of this work is to eliminate any disparities in education, employment, and well-being that affect transition-aged foster youth.

Responsibilities

Grantmaking Support

Track and manage grant budgets.
Monitor grant progress to ensure timely approvals.
Regularly update program officers on the status of grant application documents and funded projects.
Participate in workgroups within the department and across the organization, and document site accomplishments and site-specific reports.
Maintain internal tracking databases in Giving Data, excel spreadsheets, etc.
Collaborate with program officers and grant applicants to develop and submit grant proposals in accordance with approved strategies.
Lead in providing administrative support to applicants.
Own grants payout process, ensuring grants are paid according to the timeline and process.
Review, analyze, and prepare grantee progress reports and payments for approval.
Support the effective and timely delivery of information and technical assistance to grantees and other key partners.
Participate in team-based strategy development.

Program Liason

Maintain collaborative relationships with grantee partners, peer funders, and external stakeholders regarding grant making and reporting processes, as well as organizing external events.
Work with grants management to ensure compliance with internal audit and grant tracking procedures, grantmaking processes (such as grant reporting, payment and reporting schedules, giving data entry).
Provide advice to Senior Program Officer (SPO) and Program Officer (PO) on proposals in process; communicate with applicants to address administrative questions regarding their application.
Provide support for key operational and administrative areas of the team, including: project tracking, coordination of meetings, vendor/consultant contract agreements, and contribution to project reports, grant oversight, and planning.

Program Operational Support

Provide support to the team with travel arrangements, appointments, contacts, correspondence, reports, and information management as required.
Support SPO by taking the lead on organizing meeting logistics, which includes securing the meeting site, arranging materials and technical needs, and catering orders. Also, provide logistics support to the meeting facilitator/coordinator as required, and take part in team discussions about speakers, agenda items, and themes.
Coordinate program-related events, such as external meetings, conferences, and presentations.

Communications and Learning

Support the SPO/PO and Communications team members in developing program communication strategies and priorities.
Assist in creating communication materials, such as blogs, tweets, articles, and reports.
Collaborate with the communications team to distribute communication materials to the appropriate audiences.
Conduct program-related research and special projects as needed to identify field trends and best practices, as well as to store and communicate information.
Maintain team contacts and email.

Requirements

Required

Minimum 4 years of relevant work experience in the non-profit sector or a private entity with a social mission. Candidates with lived experience related to Initiative area are encouraged to apply.
Ability to adhere to the mandatory hybrid work schedule of 3 days per week at the Westlake Village office: Monday, Tuesday, and Wednesday, effective from February 26, 2024.
Skilled writer with the ability to produce communication products for a variety of audiences.
Comfortable working with complex budgets and work plans and have a good understanding of finances and budgets. They are highly attentive to detail.
Possess solid organizational skills and are able to effectively manage and prioritize workflow to meet deadlines.
Work well independently and collaboratively within a team and demonstrate a high degree of initiative, resourcefulness, and flexibility to meet the needs of the role.
Curious, value learning, and continually seek information and new approaches to processes and practices.
Critical thinking skills to analyze and summarize reports.
Interpersonal skills and cross-cultural competency, and adept at interacting with a range of diverse stakeholders in a professional, collaborative, and diplomatic way.
Comfortable with traveling, including 1-2 site visit trips per year and domestic travel.
Ability to continually seek information and look for new approaches to processes and practices.
Excellent technological skills, including proficiency in Microsoft Office (with an emphasis on Outlook, Word, and Excel) and experience with database software (e.g., Giving Data, Salesforce, related grants, and/or data management software). Excel skills include generating graphs and charts, and an understanding of how formulas work.

Desired

Strong project management experience.
An understanding of grantmaking processes.
Knowledge of the nonprofit and philanthropic sector.

Summary

International hotelier Conrad N. Hilton established the grantmaking foundation that bears his name in 1944 to help people living in poverty and experiencing disadvantage worldwide. Today, the work continues, concentrating on efforts to ensure healthy early childhood development and sustainable livelihoods for youth and refugee populations, support young people transitioning out of foster care, improve access to housing and support services for people experiencing homelessness, identify solutions to safe water access, and lift the work of Catholic sisters. Additionally, following selection by an independent, international jury, the Foundation annually awards the $2.5 million Conrad N. Hilton Humanitarian Prize to an organization doing extraordinary work to reduce human suffering. The Foundation is one of the world’s largest, with approximately $7 billion in assets. It has awarded grants to date totaling more than $3.2 billion worldwide, and $290 million in 2023. Please visit www.hiltonfoundation.org for more information.

Cover letter required for consideration*

About Our Benefits

We value the health and well-being of our employees. Some of the benefits we offer include:

Comprehensive and generous health and life insurance options
Fitness benefits
Paid holidays, time off, and parental leave
Flexible work schedules and technology benefits
Foundation-funded retirement savings plan
Professional learning and development and educational assistance

The hiring range for this position is $90,000 to $113,000. The final base salary will be determined based on individual qualifications and experience.

This position was originally posted by Conrad N. Hilton Foundation and has been curated by PurposePhil Career. To apply, please visit the original listing on the "apply" link below. We are not affiliated with the employer organization of this job ad or consultancy, and provide this curated listing as a service to our users.

Conrad N. Hilton Foundation

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