new york, ny free classifieds > new york jobs > new york administrative/office

Posted: Monday, September 1, 2014 12:17 AM


Title: Program Associate, Child Well-being Program

Location: 650 Fifth Ave., 19thfl., New York, NY

Reports to: Program Director, Child Well-being

Status: Full time, exempt

The mission of the Doris Duke Charitable Foundation is to improve the quality of people's lives through grants supporting the performing arts, environmental conservation, medical research and child well-being, and through preservation of the cultural and environmental legacy of Doris Duke's properties.


The Program Associate for the Child Well-being (CW) program supports and advises the Program Director by managing and overseeing administrative, budgeting, and communication matters related to the program. S/he is also responsible for certain programmatic duties, requiring basic knowledge of and interest in child abuse prevention, early childhood development and/or public health. While most work is under the direction of the Program Director, the Program Associate is expected to exercise discretion and independent judgment in the execution of all of his/her duties.


Administrative Responsibilities

Manage and prioritize the day-to-day operations of the CW program, including:

- Program staff schedules and related calendars;

- Filing, retention and storage of program records, both paper and electronic;

- Database management and the drafting of contracts and grant agreements;

- Create and organize meeting materials;

- Travel arrangements, processing travel reimbursements, invoices, and honoraria;

- Plan and manage event logistics for program related meetings and site visits;

- Identify, engage, and manage vendors for meeting locations, catering, lodging, etc.;

- Take meeting notes and generate meeting minutes;

- Other tasks as required for CW or other areas under Program Director's purview.

Budget and Accounting Responsibilities

- Manage the CW annual operating budget for the director's review and approval;

- Make purchasing decisions, process purchase orders, and receive goods;

- Track and process all expenses, including honoraria, and manage costs within the program budget.

Communications Responsibilities

- Serve as program liaison for general inquiries, grantees and consultants;

- Create internal and external correspondence on behalf of the program staff;

- Respond to grantees regarding grant applications and subsequent reporting processes;

- Draft, review and edit reports and presentations for board and program meetings;

- Update and maintain CW website, including drafting, editing, and proofing content;

- Oversee the design, printing and distribution of press releases, brochures, newsletters, flyers, posters, ads, etc.;

- Collaborate with the foundation's Communications Officer to monitor media coverage of the program's awards and activities;

- Maintain and use an electronic mailing list for distribution of CW notices.

Grants Planning, Research and Development

- Research and make recommendations to the director regarding new funding opportunities, curating grant proposals, and communicating with grant applicants throughout the application process;

- Research and report on topics relevant to program development and management, including updates on status of funded fields, best practices in grantmaking, communication processes, approaches to grant monitoring and evaluations, etc.;

- Obtain bibliographic information on grantees, advisors and others relevant to the program.

Grants Management and Evaluation

- Receive and respond to calls and correspondence from prospective and existing CW grantees;

- Coordinate the grant application process;

- Prepare award package documentation for CW Program Fund proposals;

- Prepare background materials and all relevant documents for consultants conducting grant assessments or program evaluations;

- Utilize the grants database (GIFTS) to ensure the proper issuing of grant-related correspondence and up to date recordkeeping;

- Generate and review reports from GIFTS prior to providing them to the program staff; Collaborate with Grants Management staff to ensure that ongoing grants are properly monitored and evaluated;

- Evaluate progress reports submitted by grantees and prepare payment requests and grant close-out memoranda for approval by the director;

- Assist grants management with board presentations.


- Bachelor's degree, preferably in a related science or health field;

- An understanding of and interest in child abuse prevention, early childhood development or public health;

- 2+ years' work experience in a professional setting;

- Strong computer and Internet skills with a high level of experience in Microsoft Office, as well as accounting, grants management and web content applications;

- Ability to take initiative and make independent informed decisions, sometimes on behalf of management;

- Excellent analytical and problem solving skills;

- Strong organizational skills with an excellent attention to detail;

- Versatile and adaptable with the ability to manage many projects and several priorities simultaneously;

- Self-motivated team player who works cooperatively and positively with other employees;

- Strong interpersonal, verbal, and written communication skills;

- Strong writing and editing skills.

How to apply
Send resume with cover letter to Include your last name followed by "Program Associate" in the subject line. Applications will be accepted until September 12, 2014.

No phone calls or in-person applications, please.

• Location: Other

• Post ID: 51357149 newyork is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider.