Program Associate

Position Summary:

Guided by the mission and vision of the Pallottine Foundation, the Program Associate manages the operational aspects of the Foundation’s grantmaking programs to drive impact, strengthen relationships, and ensure responsible stewardship of the Foundation’s resources. The Program Associate will report directly to the Senior Program Officer for Learning and Impact, but will work closely with each member of the Foundation’s small staff team. 

The Program Associate oversees the Foundation’s grant management processes, systems, and tools. As a collaborative member of the program team, the Program Associate provides key insights and guidance to support grantmaking best practices. The Program Associate also coordinates with program, finance, and communications teams to streamline operations and ensure grantmaking activities are effectively implemented.

Inspired by the Pallottine Missionary Sisters’ commitment to caring hospitality, the Program Associate serves as a welcoming face for the Foundation in the community and as a trusted source of guidance, information, and support for applicants and grant partners.

In accordance with the Foundation’s shared staffing structure, a small percentage of the Program Associate’s time will be devoted to providing grantmaking and operational support to the Pallottine Foundation of Buckhannon.

Essential Duties:

• Serve as the Foundation’s grant management system “expert user,” with working knowledge of the platform’s back-end infrastructure, user interface, and Foundation-specific processes. Assist team members with utilizing the system and keeping current with platform updates.
• Oversee ongoing administration of the Foundation’s grant management system to design and update grant processes, optimize workflows, and ensure effective record-keeping and data management. Lead the program team in regular review and improvement of grant processes and materials.
• Work collaboratively to move grant applications and awards expeditiously through the life cycle, with a focus on timeliness, accuracy, fidelity to established processes, and a seamless experience for applicants and grant partners. 
• Prepare, manage, and track grant-related correspondence and documents, including award notifications, grant agreements, and payments.
• Collaborate with program team members to ensure grant-funded projects remain on track by monitoring reports, identifying potential issues or requests for assistance, and making necessary modifications in accordance with established grant terms and agreements.
• Assist applicants and grant partners with navigating Foundation systems and eligibility requirements, provide technical support as needed, and engage in collaborative problem-solving as more complex needs arise.
• Collaborate with program team members to ensure accurate and efficient data collection and reporting. With support from the Senior Program Officer for Learning and Impact, utilize data management tools to respond to internal and external data requests, inform decision making, and facilitate evaluation of the Foundation’s grantmaking programs.
• Collaborate with program and communications team members to prepare written reports and visual presentations for quarterly Foundation board meetings.
• Enhance Foundation operations through the consistent, reliable execution of office administrative tasks related to technology, supplies, deliveries, phone and email correspondence, and hospitality.
• Assist with event planning and coordination tasks such as securing venues, ordering catering, preparing materials, managing registration, helping with room setup, and welcoming attendees. 

Qualifications:

• Bachelor's degree required.
• Advanced experience with project management tools and/or data management software, with ability to troubleshoot and provide technical assistance to other team members.
• Ability to quickly analyze documentation and exercise sound judgment in flagging issues of importance for further review. 
• Writing ability that is clear, concise, and analytic in style.
• Communication, presentation, and interpersonal skills, with the ability to build rapport with a wide and diverse population.
• Effective project management skills with the ability to prioritize multiple projects and effectively manage workflow to meet deadlines. High level of flexibility and responsiveness with the ability to shift priorities quickly as organizational needs require.
• Genuine interest in continuous learning about the field of philanthropy; the Foundation’s health focus areas, geographic region, and community partners; and trends and best practices in grantmaking.

Expected of all staff:

• Uphold professional values congruent with the values of the Pallottine Foundation of Huntington.
• Preserve a high level of discretion in maintaining confidentiality as it relates to the Foundation’s partners and decision making.
• Work collaboratively with the team while also taking initiative on assigned tasks in leading the strategy of the Foundation forward. Assist in special projects or other duties as determined necessary.
• Maintain relationships/memberships in appropriate professional organizations and participate in conferences and meetings to further professional and skill development. 
• Travel, as required, in the Foundation catchment areas.

Compensation and Benefits:

This position offers a salary range of $50,000 - $65,000 annually. Actual compensation within this range will be determined based on the candidate's skills and experience.

In addition to base salary, the Foundation offers a benefits package including:

• Health, dental, and vision insurance
• Employer-paid life and disability insurance
• 401(k) plan with employer match
• Generous paid time off and holidays
• Professional development and training opportunities