Programming Assistant

Position description

Founded in 2003 by Duncan and Nancy MacMillan, the MacMillan Family Foundation is a nonprofit grantmaking organization dedicated to supporting organizations that help strengthen and enrich our society in three major areas: medical research, with an emphasis on cancer research; education; and the arts. In addition to these core focus areas, the Foundation is undertaking a pilot grants program focused on the environment and food insecurity. It also supports local community-based organizations with a primary geographic emphasis on New York City and New Jersey.

Position OverviewThe Program Assistant will provide operational, administrative, research, and program support to the Foundation’s program and grants management team during an exciting period of growth for the organization. This role is ideal for someone who is highly organized, collaborative, and eager to contribute to meaningful philanthropic work across multiple program areas working with a small and collegial staff.

Key Responsibilities

• Conduct research on trends related to the Foundation’s core program areas, prospective grantees, and new or emerging areas of interest to the Foundation to inform decision-making and program strategy.
• Assist with all stages of the grant lifecycle, including issuing RFPs, reviewing proposals and reports, tracking decisions, and processing awards.
• Serve as the first point of contact for prospective applicants across each program area, tracking inquiries and drafting responses as needed.
• Schedule and participate in meetings and site visits with current and prospective grantees, taking detailed notes, writing meeting summaries, and sharing next steps internally.
• Maintain accurate records in internal systems and databases.
• Draft correspondence, award letters and declinations, and meeting materials, as well as assist in generating grant recommendation memos.
• Assist with the preparation of Board Meeting materials.
• Provide front desk support in the office including greeting visitors and managing conference room set-up, receiving and distributing mail, monitoring and ordering office supplies, and providing other administrative support as needed.

Qualifications

• Bachelor’s degree required.
• 2 to 4 years of full-time professional experience, preferably in the nonprofit or philanthropic sector.
• Demonstrated interest in the Foundation’s mission and program areas.
• Strong analytical, research, organizational, and writing skills, with close attention to detail.
• Ability to manage multiple priorities and responsibilities proactively, take initiative and work both independently and collaboratively in a small, collegial, fast-paced environment.
• Excellent interpersonal skills, with the ability to communicate effectively and tactfully with internal team members, external partners, and grantees.
• Eagerness to learn and contribute to program management and strategy development.
• Positive attitude and a good sense of humor.
• Proficiency in Microsoft Office Suite; experience with grants management systems or other databases is a plus.

Compensation and Benefits

The salary range for this position will be $65,000 - $75,000 based on qualifications and experience. Comprehensive benefits package includes generous paid time off including holidays, vacation and sick leave, 401(k) plan with employer match, medical and dental insurance, and professional development opportunities.

Application instructions

Interested applicants should submit a resume and a one-page cover letter with “Program Assistant – YOUR NAME” in the subject line. Please see "How to Apply" section above for further instruction.

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