Program Associate, Mellon Mays Programs

This role supports the Mellon Mays Programs within the Intentional Design for an Equitable Academy (IDEA) unit. Reporting to the Director of Mellon Mays Operations and Senior Program Officer, the Program Associate will support all administrative aspects of the Programs, including, but not limited to: the planning and organization of activities connected with these programs, maintenance and analysis of information and data, and the research and development of new programming. The program associate is often the first point of contact with program partners and communicates with current and past fellows on a range of subjects.

Responsibilities include, but are not limited to:

• Assist with maintaining the accuracy, functionality, and integrity of program-related database records and ACLS web-based portals, including those associated with applications, fellows, and colleges and universities

• Process grant applications and track grant spending; process payments and reimbursements for program-related activities
• Maintain and update fellowship- and grant-related written materials on- and off-line

• Oversee web-based tools (Zoom) and produce materials for use in webinars
• Oversee annual updates/improvements to and day-to-day functionality of application system, including web portal-to-database interfaces and data imports, and creation and refinement of award materials and forms for recipients
• Assist events staff with organizing logistics for workshops and meetings on- and off-site
• Liaise with vendors for conference needs, such as transport, promotional materials, and catering
• Monitor program inbox and communicate with applicants and fellows, e.g., calls for applications, eligibility inquiries, acceptance/rejection letters, log memos, troubleshoot basic technical difficulties
• Manage program calendar and track deadlines using project management software
• Coordinate activities with other ACLS departments as necessary, including collaborating with web and information systems on technical projects and with communications on outreach
• Other duties as assigned

Qualifications: 

• Bachelor’s degree in a field of the humanities or related social sciences
• Excellent written and oral communication skills
• Keen organizational skills and attention to detail
• Ability to multi-task and prioritize assignments in a deadline-driven environment
• Capacity to work both independently and collaboratively
• Effective interpersonal skills
• Willingness to try new tasks and learn skills on the job
• Proficiency in MS Office, particularly Word and Excel
• Reliability, humility, and a willingness to pitch in when necessary
• Experience with databases and event planning preferred
• An interest in the humanities, philanthropy, and higher education
• Must be willing and able to travel to multi-day events within the US 2- 3 times a year, and to staff infrequent after-hour and weekend events
• Some experience in an administrative capacity or office environment preferred
• Hybrid work schedule; location within easy commuting reach of New York City preferred