Program Assistant (Open Application for Future Openings) - Ford Foundation : Job Details

The Ford Foundation's core mission is to help reduce inequality in all its forms: political, economic, and cultural. Our programmatic teams advance justice by supporting the individuals and institutions working to address the underlying drivers of inequality. We fund a range of organizations around the world that align with our mission.

We are building a talent pool of Program Assistants to join our global grantmaking teams for future openings. We will contact you directly if a potential job opening aligns with your skills and interests. Program Assistants work within a programmatic team that is led by a Director and typically includes Program Officers, Program Associate(s) and Grants Manager(s). Program Assistants provide key administrative support to two (2) or three (3) Program Officers who serve as grantmakers for the Foundation. The Program Assistant manages administrative activities for the Program Officer(s) including scheduling meetings, contract management, setting meeting agendas and coordinating logistics for convenings and site visits. They also provide support to the team and grantees throughout the grantmaking process.

The ideal candidate will be a confident and detail-oriented problem solver, with strong organizational and communications skills who is able to manage complex calendars. They should feel comfortable collaborating with people of all levels and backgrounds. This role would be a great opportunity for someone with a growth mindset who is excited about identifying opportunities to optimize processes, leading to increased team productivity and smoother operations.

Principal duties and responsibilities:

• Manage Program Officers' calendars including scheduling across different time zones
• Manage travel planning and logistics for Program Officers including international visa processes when applicable
• Initiate and manage the contracts process, including tracking payments, and forwarding invoices for payment and processing expense reports
• Provide general administrative support, including assisting with onboarding for new hires, creating, editing and managing documents
• Supporting Program Officers when preparing for a grantee event as well as other administrative tasks as needed
• Provide support for grant-related inquiries, including coordinating correspondence records and contact lists
• Conducting research and analysis for special projects
• Providing support for the grant proposal and recommendation process
• Establish and maintain appropriate files, including virtual grant file records

What you will need:

• Ability to prioritize and handle multiple tasks
• Excellent communications skills with high attention to detail and accuracy
• Detailed knowledge of and demonstrated proficiency in the use of Microsoft Office and Google applications, including Microsoft Outlook, Word, Excel, PowerPoint and Google Drive, Sheets, Docs, Slides
• Proficient in online information gathering, data entry and management
• Ways of working and engaging that align with the Foundation's mission and core values
• College degree plus a minimum of 1 year of work experience or equivalent combination of education and work experience
• Cross-cultural communication skills and openness to collaborate and communicate with regional partners and offices

Physical demands:

This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery and a copy machine/printer.

The Ford Foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the Foundation will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application process, please contact [email protected].

Salary: The Ford Foundation is committed to practicing salary transparency. The salary for this position is $80,000. We review global compensation on a regular basis to ensure market competitiveness and equity. The hiring salary for this position has been carefully crafted in alignment with the market.

Location: This position will be based in the foundation's New York office. We operate in a hybrid model and require staff to be in the office three days per week.

Work authorization: This position is not eligible for employment visa sponsorship now or in the future. All candidates must be legally authorized to work in the United States.

Employment type: This is a permanent full time position.

Important note: This posting is for a role that is not currently open. We will review applications and reach out when relevant roles become available.

Working at Ford:

• Commitment to creating diverse teams where everyone feels represented and respected and to embedding equity and inclusion practices across our work and philanthropy at large
• A hybrid working model and flexible work arrangement policies offer colleagues the opportunity to engage in meaningful ways and the space to maintain a healthy work-life balance
• Professional development and ample opportunities to build your expertise and expand your network
• Comprehensive benefits package designed for your well-being and work-life needs, including medical, dental, and vision benefits effective on your first day
• Generous time off, including personal, vacation, sick, extended holiday time off, and wellness days
• Generous parental leave policy, including birth, surrogacy, adoptive, foster parents, and resources for backup child and elder care that support our colleagues' ability to attend to family responsibilities
• Comprehensive retirement benefits options (with employee and employer contributions of up to 13%), allowing you to invest in your financial future with confidence

Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law. The Ford Foundation does not discriminate against formerly incarcerated individuals.