AIDS United seeks a mission driven and action-oriented person to provide administrative support to the grantmaking team for the Fund for Resilience, Equity, & Engagement (FREE). Under the guidance of the Senior Program Manager over the FREE, the Program Assistant will work as part of a team to provide administrative and programmatic support to three distinct initiatives. Primary duties will include administration support, logistics coordination, data management, communications, and recordkeeping. This includes but is not limited to organizing and coordinating internal and external communications, travel logistics, scheduling and coordinating meetings. The ideal candidate is self-motivated, organized, flexible and solutions oriented. The Program Assistant must thrive in a mission-driven and constituent-oriented environment and demonstrate integrity in handling sensitive information and communications.
The Program Assistant provides effective administrative support with key areas of responsibility including:
Scheduling and Logistics – 20%
Uses strategy and efficiency to plan, coordinate and manage the grantmaking team’s schedules, deliverables and travel; ability to understand and prioritize requests that come in from various stakeholders to assist in time management.
Prepares or assembles necessary documents for meetings and coordinates with staff and partners to
ensure relevant follow up actions are taken.
Makes all travel arrangements, including flight, ground transportation and lodging for the grantmaking team, as well as manages expense reports and reimbursements.
Coordinates with staff and stakeholders to manage logistics for external meetings.
Administrative Support and Management – 30%
Attentively supports internal team meetings by briefing all parties regarding relevant content and issues, prepping materials, and composing and distributing notes
Adeptly creates and/or edits key written communications to staff and external stakeholders
Researches, prioritizes, and follows up on issues and concerns raised during team meetings and provides summary reports of findings.
Maintains project management systems to cohesively advance the work of the team to ensure projects remain on-track.
Monitors emails to team email addresses (firstname.lastname@example.org) to prioritize them for team members.
Provides administrative support to the team in implementing all aspects of the grantmaking initiatives: accepting applications, logistics for review meetings, capturing notes during the review committee meetings, grantee notification of awards and declination, broad communication with grantees, etc.
Leads logistics for all grantee convenings and site visits, grant review committee meetings, and funder meetings including coordination with contracted meeting planner, hotel (where applicable), vendors, reviewers, grantees, and funders.
Supports team with reporting to funders including research, data collection, coordination with evaluation team (where applicable), and communication with grantees.
Documents and tracks activities and progress of the initiatives and team.
Maintains all initiative documents, notes, and research in an organized and accessible manner.
Actively maintains an understanding of the current social and political environment, especially related to the needs of the Black gay, bisexual, queer, and same-gender-loving men and Transgender and gender non-conforming people.
Assists the team with creation of requests for proposals, grant review criteria, grantee convening content, and grantee reporting requirements.
APPLICATION DEADLINE: August 15, 2020 COB
TO APPLY Send a cover letter and resume to email@example.com with “Program Assistant – FREE” in the subject line. Incomplete submissions WILL NOT BE CONSIDERED. Due to the high volume of applicants only those selected for an interview will be contacted
Telecommuting is allowed.
Internal Number: 123456789
About AIDS United
AIDS United’s mission is to end the HIV epidemic in the United States. We seek to fulfill our mission through strategic grantmaking, capacity building, policy/advocacy, technical assistance, and formative research. AIDS United advocates for people living with or affected by HIV/AIDS and the organizations that serve them.