Program Associate (PA)

POSITION:                   Program Associate (PA)

FUNCTION:                 Works directly with Program Team members to provide program, grantmaking and administrative related support services.

REPORTS TO:              Program Officer

LAST UPDATED:          April 2021

SALARY RANGE:         $64,000 – $79,000

OVERVIEW:                 PA is responsible for supporting the Program Team with the Foundation’s grantmaking activities.  Under supervision of a Program Officer, the PA will analyze information relevant to grantmaking and assist in writing team documents, respond to internal and external requests for information about the Foundation’s grantmaking interests, undertake routine grant processing functions, and aid in planning, and scheduling meetings including related travel.

Responsibilities fall into the following categories:

  1. Program Support
  2. Grant Administration
  3. Administrative Duties


  • Work with the program team, including assistance with planning and documenting, discussions concerning grantmaking strategies, program management, and learning and evaluation.
  • Support preparation of materials for Program Committee and Board of Trustee meetings.
  • Participate in conference calls to obtain information useful to the development of grantmaking strategies.  Capture notes and discussions that ensures follow-up.
  • Conduct research projects to contribute to program planning.
  • Attend conferences, workshops, and meetings as assigned by supervisor. Prepare summaries and share relevant information as appropriate.
  • Handle special projects as assigned.
  • Assist with coordination of large Foundation initiatives, including but not limited to meeting / event logistics, RFP distribution and coordination, and learning activities.


  • Respond to letters, emails and telephone calls requesting general information about the Foundation’s grantmaking and/or the status of a proposal’s review.
  • Monitor Fluxx grants management records and vendor contracts within assigned program areas for accurate recordkeeping and auditing associated with applications, grants and vendor contracts.  This includes uploading emails, communications and press releases into Fluxx database and/or SharePoint as appropriate.
  • Review grant applications to ensure grant compliance and due diligence. Contact grant seekers to obtain additional information required to complete processing of their grant requests. 
  • Review grant records and track reporting and administrative issues.  This includes upcoming reports, payments and projected payments; and direct communication and / or onsite visits with grantees to discuss progress, challenges and to identify any need for program modification that requires Program Officer attention.
  • Assist with the written preparation of grant recommendations, grant reports, amendments and other correspondence and electronic processing and record-keeping. 
  • Review and summarize selected grantee reports.


  • Monitor telephone messages and mail received by team members and follow up on action items. 
  • Handle the organization of conference calls, meetings, events and workshops with other funders, grantees and stakeholders. Take notes for group distribution.
  • Assist in the planning of site visits and grant-related travel. Manage all logistics.
  • Process and submit timely expense reports for program team members.


  • Associates degree required.
  • The equivalent of a minimum of three years of relevant full-time work experience.
  • Excellent written and oral communication skills.
  • Creative, self-starter with the ability to multi-task and meet deadlines.  Must be flexible and demonstrate adaptability to new situations.
  • Detail oriented, as well as capable of understanding the “big picture” perspective in the assessment of grant requests and communication activities.
  • Ability to collaborate in a team environment, and work with people and organizations of diverse backgrounds, experiences and cultures.
  • A personal style that fosters strong team participation and productivity, emphasizing the values of respect and mutual accountability.
  • An overall commitment to excellence in quality of work and outcomes in self and others.
  • Research and analysis skills necessary to prepare own work and ability to accept and incorporate feedback and constructive criticism from others.
  • Desire and passion to develop a broad knowledge of the core funding areas the Foundation supports and a personal commitment to improving southeast Michigan and western New York.
  • Proficiency in PowerPoint, Word, Excel, Outlook and other reporting programs.  
  • Physical Demands and Work Environment:  May be sitting, using the telephone and computer equipment for extended periods of time. 


Car travel may be necessary throughout the Foundation’s service areas.  Valid driver’s license and reliable auto with necessary insurance required.  Periodic day and/or overnight travel within the Foundation’s service areas, statewide and national may also be required.