Program Assistant: Job Description

The Andrew W. Mellon Foundation ("Foundation"), a not-for-profit organization, makes grants in five core program areas:  Higher Education and Scholarship in the Humanities; Arts and Cultural Heritage; Diversity; Scholarly Communications; and International Higher Education and Strategic Projects.  The Program Assistant provides administrative, logistical, and programmatic support to the 11-person Arts and Cultural Heritage program.

Position Description

This is a full-time position in the Arts and Cultural Heritage program that reports to the Program Officer specializing in performing arts, and works in close collaboration with the entire ACH staff, as well as with staff in other program areas and in the General Counsel's office.  Responsibilities may include, but will not be limited to the following:

  • Track, monitor, and update the checklist of the progress of proposals from first receipt to presentation to the Board
  • Review grantee reports, including the tracking of narrative and financial reporting requirements, corresponding with grantee institutions and principal investigators, and alerting program colleagues to unresolved difficulties
  • Prepare draft correspondence related to the progress of the grant—award, extension, transfer, payment of all awards made by the program
  • Update grant files in the central electronic file management system, resolve inconsistencies, and prepare reports
  • Assist with information gathering as requested by program officers
  • Respond to general inquiries and requests for information (both internal and external), including the drafting of declination letters
  • Work with the administrative assistant to plan and coordinate arrangements for convenings and other on- and off-site meetings as necessary, and help maintain the smoothly functioning administration of the ACH program
  • Undertake such additional tasks as the needs of the program officer[s] and program associates may entail

Required Skills and Experience

  • Bachelor's degree and a minimum of 2–3 years fulltime experience in a fast-paced, high-volume office environment
  • Understanding of and interest in disciplines in the humanities and the arts
  • Demonstrated ability to work with minimal direct supervision on multiple deadline-driven projects at once, while being a committed team player
  • Proactive anticipation of team needs; must be able to take direction as well as work independently
  • Outstanding organizational skills and impeccable attention to detail
  • Integrity and discretion
  • Strong analytical and problem solving abilities
  • Good will, a sense of humor, and a commitment to collegiality
  • Ability to analyze budgets and financial reports
  • Strong professional oral and written communication skills
  • Computer literacy and proficiency with Microsoft Office applications (especially Word, Excel, PowerPoint); data analysis and visualization skills
  • Knowledge of SharePoint, GIFTS, or Fluxx desirable

The Foundation is an equal opportunity employer that offers a competitive salary, outstanding benefits, and excellent working conditions.

Contact Information

Qualified candidates should submit a resume and cover letter to:  ProgAsstACH@mellon.org.  We will consider each response carefully, but only contact those individuals we feel are most qualified for the position.