Program Associate

Background:

The Tides Foundation is a public charity dedicated to progressive social change through creative philanthropy. Through partnerships with our donors, Tides strengthens progressive organizations and movements, creating a positive impact on people's lives in ways that honor and promote human rights, justice and a healthy, sustainable environment.

Currently, Tides works with over 300 individual and institutional donors through donor-advised funds, providing a combination of grantmaking, administrative and financial services and, for certain clients, programmatic assistance and guidance. In the past 26 years, Tides has awarded over $300 million in grants to local, national and international organizations.

Position Summary:

The Program Associate provides administrative and programmatic support to the Philanthropic Advisor and the NYC Office in general. Through this support, as well as through direct provision of services to clients, the Program Associate helps to establish and manage strong client relationships and to develop and maintain effective grantmaking programs. Program Associates manage some of their own client relations, with both donors and grantseekers and act as a liaison for the Philanthropic Advisor between Tides donors and grantseekers.

Major Responsibilities:

• Administration: Acts as primary contact for low-maintenance clients. Coordinates and carries out administrative tasks including processing grant recommendations, responding to requests for information and grantee/grantseeker questions, and doing client and organizational mailings. Handles the logistics necessary to manage the NYC Office including: maintaining calendars and scheduling appointments and meetings for the Philanthropic Advisor; sorting mail; answering correspondence from grantseekers; and screening proposals. Submits billing requisitions to Finance Component and codes expenses to budget categories. Helps design administrative systems to help the NYC Office function more effectively and efficiently.
• Technical Support: Maintains grantee, grantseeker, and donor information in the database and physical files. Assists NYC Office staff in maintaining files regarding clients, grantseekers and subject areas. Works to design better, more effective systems for managing and using program-related information.
• Program Development: Helps Philanthropic Advisor execute an effective grantmaking program. Assists in the production of dockets and round-ups, including research, primary writing, technical design, editing, and fact checking. Holds phone interviews and conducts on-site interviews with recommended grantseekers. For some small, low-maintenance clients, takes primary responsibility for docket or round-up production. Helps coordinate intake for grantseekers, through the maintenance of an effective letter of inquiry process. Works with Philanthropic Advisor and Director of NYC Office on special, program-related projects.
• Client Relationships: Serves as an administrative and, in some cases, programmatic contact for donors. Gathers from potential grantees the information necessary to efficiently process donors' grant requests. Produces grants histories and other reports for clients. Coordinates logistical planning and provides programmatic support for special projects and events.
• Teamwork: Plays central role in leading the Program Assistant/Associate team. Establishes and maintains strong partnerships with all staff members. Develops good cross-component relationships and participates in inter-component workteams as appropriate. Takes on special projects as-needed to support the NYC Office and Tides as a whole.
• Budgeting & Planning: As a member of the NYC Office, actively participates in planning for and meeting challenges of the Offices goals. Plans personal workload on a daily and weekly basis and supports the Philanthropic Advisor in developing and maintaining her calendar.
• Wellness & Safety: Carries out job responsibilities in a manner that reflects concern for personal health and safety and that of co-workers. Is responsible for learning and following all published job safety policies and procedures.

Organizational Relationships:

The Program Associate reports to the Philanthropic Advisor and/or the Director of NYC Office. S/he provides administrative support for the Philanthropic Advisor and maintains regular working relationships with members of the Program Component, the Donor Services Component, the Finance Component, and the Executive Director. S/he has additional relationships with all Foundation staff as dictated by specific work needs. The Program Associate communicates with clients, grantees, grantseekers, and occasionally with the staff of other foundations.

Qualifications:

• Experience: For existing staff members, one to two years doing excellent administrative and programmatic work as a Program Assistant. For external candidates, extensive programmatic experience working in both nonprofit and philanthropic environments. Two+ years of thorough administrative experience, including: telephone and written communication experience; letter composition; page layout, spreadsheeting and graphic design; advanced word processing; and database maintenance.
• Knowledge: BA or equivalent. Strong knowledge of the workings of the nonprofit sector and grantmaking structures and procedures. Knowledge of organizational theory, and ability to read budgets, financial statements, and funding proposals.
• Skills & Abilities: Excellent interpersonal skills and the ability to work well, both independently and on a team. Strong written and verbal communication skills. Strong organizational skills. Extreme attention to detail and the ability to deal with a large volume of activity. The ability to arrange and balance workload under deadlines and multiple commitments. Proven ability to problem-solve using analytical and reasoning skills. The ability to demonstrate sensitivity to and appreciation for diverse viewpoints and different communication and work styles in a multicultural environment. The ability to work well with individuals of means and the non-profit grantseeking community. Strong computer skills, particularly with databases, wordprocessing, spreadsheets, and design.
• Physical Requirements: 6+ hours per day of talking and listening; and 6+ hours per day of standing, walking, reaching, and sitting, primarily at the computer. The ability to lift up to 30 pounds.

Application Instructions:

For immediate consideration, please forward two (2) copies of your resume and cover letter by fax, email or mail to:

Liza Siegler
Tides Foundation NY
40 Exchange Place, Suite 1111
New York, NY 10005

APPLICATION DEADLINE IS OCTOBER 15, 2002