PROGRAM ASSISTANT, DEMOCRATIC PRACTICE (U.S. AND GLOBAL GOVERNANCE)
The Rockefeller Brothers Fund seeks an assistant for its Democratic Practice program’s U.S. and global governance portfolios; the incumbent will report to each of the portfolios’ program directors. S/he will be responsible for administrative tasks related to grants management, program development, data management, and managing the day-to-day overall administrative and operational support of the Democratic Practice program.
Additional responsibilities will include overseeing the receipt of all grant-related inquiries from current grantees, as well as proposals and supporting documentation from prospective grantees. S/he will provide grant administration support for the program, including preparing and reviewing submitted material for completeness, following up with grant seekers and grantees, communicating current information and serving as the primary contact within the RBF on behalf of the program; and drafting specialized and customized documents and/or memoranda. Other responsibilities include maintaining the electronic systems that support the program’s grantmaking efforts, including GIFTS; serving as a key liaison for RBF staff and external partners, including grantees; and providing administrative support to the program directors.
• Oversee receipt of all grant-related proposals and materials.
• Maintain ongoing communication with grantees and internal staff on proposals or grants.
• Assist the program directors with preparation of written materials. Provide support for docket preparations, grant/other specialized memos, and other tasks as assigned.
• Manage grantee reporting by reviewing material for completeness and following up as needed with grantees and RBF staff on outstanding issues.
• Coordinate effectively with the Grants Management department.
• Track and monitor grant payments, alerting the program directors and Grants Management staff when payments need to be made, and/or if information from grantees is missing. Collect payment-related information from grantees, and prepare documentation and letters to issue grant payments.
• Maintain and update portfolio budget projections in consultation with the respective program directors.
• Respond to unsolicited request for support as directed by the program directors.
• Review and proofread dockets, reports, and other materials.
• Provide administrative/logistical support for conferences and other meetings.
• Coordinate conference calls, travel arrangements, and events on behalf of the program directors.
• Assist in making appointments and maintaining calendars. Prepare meeting schedules and logistics with other RBF staff.
• Field telephone calls on behalf of the program.
• Prepare expense reports.
• Open, sort, and distribute postal mail and e-mails.
• Prioritize and organize program directors’ inboxes, as needed.
• Provide general administrative support, as requested.
Program Development Support
• Assist program directors with the preparation of relevant materials for program reviews and evaluations.
• Assemble information related to potential grants or program review initiatives.
• Develop briefing books and other information to support program activities, including travel and meetings.
• Attend docket preview meetings.
• Prepare for, and attend select meetings with grantees and other organizations, as requested by the program directors.
• Participate in grantee site visits on an as-needed basis.
• Coordinate and/or attend conferences related to the program.
• Maintain and update the electronic systems that support the program’s grantmaking efforts, including GIFTS.
• Maintain address, telephone, and email directories to facilitate communication with grantees and others, and coordinate lists with Fund-wide databases, as appropriate.
• Prepare various reports as requested (e.g., grant status reports, program activity reports, allocations, etc.).
The incumbent will perform all other duties assigned by the program directors.
• Excellent written, verbal, analytical, and organizational skills. Ability to draft original correspondence.
• Ability to manage multiple tasks and projects with flexibility and detail orientation. Able to prioritize, work under pressure, and meet short deadlines.
• Strong interpersonal skills, including the ability to be consistently diplomatic, tactful, and professional, and to interact effectively with all levels of staff, trustees, and external parties.
• Ability to develop and maintain broad knowledge of the RBF’s programs, practices, policies, and procedures, including GIFTS software.
• Strong knowledge of, and ability to use computer technology to efficiently accomplish work, using e-mail, the Internet, database management software, and Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook.
Additionally, each employee is expected to:
• Understand and support the philanthropic mission of the RBF.
• Respect and value those who partner with or request assistance from the RBF.
• Manage the resources of the RBF in a manner that maximizes the funds available for charitable activity.
• Appreciate the value of diversity initiatives and equal opportunity in all work relationships.
• Respect the contribution of each employee of the RBF and support colleagues in fulfilling their individual responsibilities.
• Appreciate differences in perspectives and point of view and work collaboratively with colleagues toward shared goals and objectives.
• Commit time to RBF activities and conversations that strengthen the Fund’s culture and improve its effectiveness.
EDUCATION, EXPERIENCE & KNOWLEDGE
• Bachelor’s degree in a relevant field.
• Two years of administrative and/or program support experience.
• Demonstrated interest in democratic practice issues.
• Computer skills required with database experience.
The Rockefeller Brothers Fund is an equal opportunity employer and invites applications from candidates regardless of race, gender, national origin, sexual orientation, age, disability or religion. We offer a salary commensurate with qualifications and experience, a generous benefits package, and a pleasant work environment.
To apply, please send a letter explaining your interest in the position and qualifications along with a resume to firstname.lastname@example.org. Include ‘Program Assistant, Democratic Practice’ on the subject line of your email. No telephone or fax inquiries please. Application deadline is June 6, 2014.
Rockefeller Brothers Fund
Attn: Human Resources – Program Assistant, Democratic Practice
475 Riverside Drive, Suite 900
New York, NY 10115
For additional information please visit our website at www.rbf.org.
Founded in 1940, the Rockefeller Brothers Fund (RBF) advances social change that contributes to a more just, sustainable, and peaceful world. The RBF’s grantmaking is organized around three themes: Democratic Practice, Peacebuilding, and Sustainable Development. Though the Fund pursues its three program interests in a variety of geographic contexts, it has identified several specific locations on which to concentrate cross-programmatic attention. The Fund refers to these as “RBF pivotal places”: subnational areas, nation-states, or cross-border regions that have special importance with regard to the Fund’s substantive concerns and whose future will have disproportionate significance for the future of a surrounding region, an ecosystem, or the world. The Fund currently works in three pivotal places: New York City, Western Balkans, and Southern China.
Through its grantmaking, the Fund supports efforts to expand knowledge, clarify values and critical choices, nurture creative expression, and shape public policy. The Fund’s programs are intended to develop leaders, strengthen institutions, engage citizens, build community, and foster partnerships that include government, business, and civil society. Respect for cultural diversity and ecological integrity pervades the Fund’s activities.
New York, NY 10115
475 Riverside Drive
New York, NY 10115