About the Organization

The Alfred P. Sloan Foundation is a not-for-profit, mission-driven grantmaking institution dedicated to improving the welfare of all through the advancement of scientific knowledge. Established in 1934 by Alfred Pritchard Sloan Jr., then-President and Chief Executive Officer of the General Motors Corporation, the Foundation makes grants in four broad areas: direct support of research in science, technology, engineering, mathematics, and economics; initiatives to increase the quality, equity, diversity, and inclusiveness of scientific institutions and the science workforce; projects to develop or leverage technology to empower research; and efforts to enhance and deepen public engagement with science and scientists.

Job Summary

The Program Assistant provides administrative support for all grants related to the Technology and NYC programs, coordinating the grant process from initial inquiries through final reporting. This position has a high volume of communication with multiple grantees. There is a large amount of detail and deadlines related to this job and meeting all deadlines is critical to the success of the person in this position. This position also handles the day-to-day administrative support for one Program Director, and also coordinates occasional special initiatives including advisory board meetings, internal seminar visits, and external events.

The person in this position must be able to work independently with minimal supervision as well as work collaboratively with colleagues on a variety of projects and duties.

Responsibilities

Responsibilities may include, but will not be limited to the following:

GRANTS MANAGEMENT

• Track the progress of proposals from initial contact to final reporting
• Maintain inquiries inbox, including tracking and declining inquiries, reviewing list with Program Director and Program Associate on regular basis, and drafting declinations
• Communicate directly with existing and prospective grantees, proposal reviewers, university offices, and others as required to clarify priorities and procedures, track the submission of materials, maintain the accuracy of data, and ensure completeness of proposal and grant documents
• Assist Program Director and Program Associate with organizing, coordinating, and producing proposal materials, ensuring completeness and accuracy before distribution
• Review and digest reports from grantees, communicate with them about questions or deficiencies, and update grant files in the grants management system
• Communicate with colleagues regarding any missing or deficient materials as necessary
• Work with other Foundation departments to ensure timely delivery and processing of grant-related information, and facilitate rapid response to internal questions as they arise
• Collaborate with colleagues to produce, verify, proof, and track documentation prepared for the Board of Trustees

ADMINISTRATIVE DUTIES

• General office and grant-related work, such as filing, maintaining program records, preparing correspondence, responding to requests for information, handling phone calls, and various other tasks as assigned
• Planning and execution of on- and off-site convenings including workshops, working dinners, and other small events
• Contribute to program budget preparations
• Carry out discrete research projects and analysis related to the program as assigned
• Coordination and tracking of items for website, program newsletter, social media, and other communication channels
• Maintains and ensures accurate and current information about the Technology and New York City programs on the Foundation’s public documents, including website content and related printed or electronic materials

Supervisory Responsibilities

N/A

Knowledge and Skill Requirements

The ideal candidate would hold a bachelor's degree or higher. Experience with grants administration preferred. Required qualifications include:

• 2-3 years administrative work experience.
• Ability to work proactively with minimal direct supervision and manage multiple projects, while being a committed team player
• Excellent writing, editing, and oral communication skills
• Ability to read and understand organizational and project budgets
• Ability to assimilate a high volume of detailed information quickly and accurately in a fast-paced environment
• Willingness to work with a diverse constituency and on multiple tasks, at times under deadline pressure
• High degree of proficiency with Microsoft Office applications (particularly Excel and Word); Fluxx and/or Notion experience a plus
• Integrity, intelligence, discretion, flexibility, and sense of humor
• Understanding of and commitment to the goals of the program and the Foundation

Essential Physical Functions

General office work

The person who will fill this role will be expected to work in the office Tuesday – Thursday and may work remotely on Mondays and Fridays except when job related commitments require the person to be in the office.

The Foundation is emphatically committed to diversity, equity, and inclusion in its grant programs and among staff. As such, the Foundation strongly encourages applications from people of color, people from working class backgrounds, women and LGBTQ people, and members of other marginalized communities.

The salary range for this position is $65,000 - $75,000

How to apply

Interested candidates must submit a personalized cover letter and resume via email to [email protected] with “LAST NAME – Program Assistant” in the subject line.