Program Assistant, Democratic Practice -- Global Challenges and Grants Management

About the Fund

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 two pivotal places: China and the Western Balkans. The Charles E. Culpeper Arts & Culture program, focused on New York, nurtures a vibrant and inclusive arts community in the Fund’s home city.

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.

Position Summary

The Rockefeller Brothers Fund seeks a Program Assistant to support the Democratic Practice–Global Challenges program and Grants Management. The incumbent will be responsible for grants administration, meeting coordination, and managing the day-to-day and overall administrative support for the Democratic Practice–Global Challenges and Grants Management teams. S/he will also provide support for emerging areas of grantmaking as well as occasional support for other RBF grantmaking areas.

The key responsibilities will include overseeing the receipt and follow-up on grant-related questions, including responding proposals from prospective grantees; providing grant administration support for both the assigned areas of grantmaking as well as in conjunction with the grants management team’s centralized role within the Fund’s grantmaking process; communicating current information and serving as a primary line of communication within the RBF on behalf of the Democratic Practice–Global Challenges portfolio; and drafting specialized and customized documents and/or memoranda.

Other responsibilities will include helping to maintain the electronic systems that support the Fund’s grantmaking efforts, including GivingData; serving as a key liaison for RBF staff, external partners, and grantees; and providing administrative support to the Directors.

The Program Assistant will perform other tasks as assigned by the Program Director of Democratic Practice–Global Challenges, and the Director of Program Management.

Key Responsibilities

Grantmaking

Oversee receipt of all grant-related proposals and materials.
Conduct ongoing communication with grantees and internal staff on proposals or grants, including advising on their development and ongoing status.
Assist with the preparation of written materials on behalf of the assigned programs. Support the preparation of dockets, grant memos and all other required support material. Draft specialized and/or customized documents, correspondence and memoranda.
Manage grantee reporting, reviewing for completeness and following up with grantees and RBF staff on outstanding issues. Coordinate all pertinent information with Grants Management department.
Track and monitor grant payments for assigned portfolios, alerting relevant 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 Directors.
Respond to inquiries on the Fund’s grantmaking including unsolicited request for support.

Administrative Support

Review and proofread dockets, reports and other materials.
Provide administrative/logistical support for conferences and other meetings.
Coordinate conference calls, travel arrangements, and events for the Directors. Assist in making appointments and maintaining calendars. Prepare meeting schedules and logistics with other RBF staff.
Field telephone calls on behalf of the assigned programs. Answer, take messages, or refer inquiries.
Prepare expense reports.
Maintain paper and electronic files
Provide general administrative support as requested.
Provide support to Grants Management team as it relates to grant reviews, payments, and reporting processes.

Program Development Support

Assist 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 Directors.
Participate in grantee site visits on an as needed basis.
Coordinate and/or attend conferences related to the Democratic Practice–Global Challenges program and emerging lines of grantmaking

Data Management

Maintain and update the electronic systems that support grantmaking efforts, including GIFTS and GivingData.
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 performs all other duties assigned by the Program Director, Democratic Practice–Global Challenges, and Director of Program Management.

Qualifications

Demonstrated interest and relevant experience in global issues and commitment to citizen engagement.
Exceptionally 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.
Highly effective and efficient administrative skills and abilities, including ability to develop and implement administrative systems to accomplish work.
Ability to develop and maintain broad knowledge of the RBF’s programs, practices, policies, and procedures, including GIFTS and new grants management software, GivingData.
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, Outlook, and SharePoint. Other systems currently in use include Intacct for accounting, Nexonia for expense reporting, and Box for document management and collaboration.
Ability to operate independently, set goals, and be disciplined in achieving them with minimal supervision.
Ability to exercise sound judgment and handle confidential matters with discretion.
Ability to develop and maintain broad knowledge of the RBF’s programs, practices, policies, and procedures.
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.
Demonstrated interest and relevant experience in global issues and commitment to citizen engagement.

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

Bachelor’s Degree with a minimum of four years administrative/program support experience.
Foundation and/or other nonprofit experience, preferred.

Application Process

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 [email protected]. Include Program Assistant, Democratic Practice–Global Challenges, and Grants Management on the subject line of your email. Additionally, include a brief writing sample of five to 10 pages of your original work. No telephone or fax inquiries please. Application deadline is June 13, 2018.