Program Assistant – New York City

Established in 2000 in Kalamazoo, Michigan, the Arcus Foundation is a national, private grant making foundation. The mission of the Arcus Foundation is to achieve social justice that is inclusive of sexual orientation, gender identity and race, and to ensure conservation and respect of the great apes.

The Arcus Foundation, through its Arcus Gay & Lesbian Program, supports organizations in Michigan, nationally and internationally that are working for gay, lesbian, bisexual and transgender (GLBT) rights and acceptance. In addition, through its Arcus Great Apes Program, the Arcus Foundation supports organizations seeking to ensure respect and survival of great apes and their natural habitat around the world. The Foundation's core values include a belief that all individuals have a right and responsibility to full participation in our society; that education and knowledge can be an antidote to intolerance and bigotry; that all members of the gay, lesbian, bisexual and transgender community deserve to be welcomed, celebrated and to become an integral part of a healthy society; that all non-human animals have the right to live free of human cruelty and abuse.

The Foundation has offices in Kalamazoo, Michigan, New York, New York and Cambridge, UK, and employs 21 staff members. Our current opportunity for the Program Assistant is located in our New York City office.

Position Summary

The Program Assistant provides administrative and program-related support to the Director of Grant Making Programs, the Deputy Program Director and a Senior Program Officer in the New York City office.  S/he is also a member of the administrative staff in New York City. Duties include: scheduling, meeting and travel planning; responding to all external inquiries about grant funding and support in carrying out grant making processes; assistance with organizing internal meetings, convenings and communications; conducting background research on non-profit organizations, other funders and specific issue areas; scheduling meetings with grant seekers and attending, as needed; and providing a wide range of administrative support to the Director of Grant Making Programs and to senior program staff in the New York City office. 

Program Responsibilities

• Become and remain familiar with the Foundation's funding interests, evaluation strategies, procedures and communications efforts.
• Provide technical and customer service assistance to grantees, grant applicants, and potential applicants, including eligibility and program screening, logging in all external contacts and making referrals to program staff, as appropriate.
• Work in a team environment with New York-based and Michigan-based program staff to assist in smooth operation of Foundation grant cycles.
• Conduct assigned research projects to contribute to program planning efforts, grant performance and funding recommendations.
• Assist in preparation of semi-annual grant dockets in advance of board of directors meetings; prepare Grant Review Summary Sheets for completion by NYC-based program staff; assist Grants Management Unit in processing grants in files and/or database; prepare routine correspondence as directed.
• Assist in organizing and planning logistics of site visits and arrange meetings with grant seekers and grant recipients.
• Attend meetings and other convenings to take notes and obtain information useful to the Program Department.
• Review grant proposal files for completeness and follow up with applicants on any missing materials.
• Participate in program staff and all-staff meetings.
• Take primary responsibility for planning and organizing monthly Lunch and Learn program to enable Arcus staff to meet with grantees and other knowledgeable individuals and organizations.
• Perform other duties as required

Administrative Responsibilities

• Provide administrative support to the Director of Grant Making Programs and to NYC based senior program staff.
• As part of the NYC administrative support staff, provide general office support including reception desk, answering phones, event and project support, as needed.
• Screen telephone messages and mail received by the Director of Grant Making Programs and senior program staff and manage timely communication when they are away from the office; follow up on action items deemed urgent in consultation with Director of Grant Making Programs or senior program staff.
• Maintain the appointment calendar of the Director of Grant Making Programs, Deputy Program Director and Senior Program Officer and coordinate business travel for senior program staff, as needed.
• Provide other departments with information and specific data pertaining to Program Department operations including grantmaking, special projects and general activities.
• Assist in the preparation of Board books.

Competencies and Skills

• Two years experience in nonprofit sector in either grant making, public relations, fundraising, budgeting or program operations required; experience in GLBT or other social justice organizations preferred
• Strong administrative, writing and computer skills, including experience with MS Word, Excel, PowerPoint, database programs, scheduling programs, among others
• Strong organizational skills and the ability to multi-task
• Excellent communications and interpersonal skills, both written and oral, required
• Commitment to mission of the Arcus Foundation

Application Process
Please send resume and cover letter to . Indicate Program Assistant in the subject line. Mailed applications should be sent to:

Human Resources
Arcus Foundation
119 W 24th St., 9th Floor
New York, NY 10011

No phone inquiries please.

The Arcus Foundation is an equal opportunity employer and is firmly committed to complying with all federal, state and local equal employment opportunity ("EEO") laws. The Arcus Foundation strictly prohibits discrimination against any employee or applicant for employment because of the individual’s race, creed, color, sex, religion, national origin, age, sexual orientation, height and weight, disability, gender identity or expression, marital status, partnership status, genetic predisposition or carrier status, military status, arrest record and any other characteristic protected by law.