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Conrad N. Hilton Foundation · 1 day ago

Program Associate, Catholic Sisters - US & Latin America

Westlake Village, CA

Full-time

Hybrid

Mid Level

$90K/yr - $113K/yr

4+ years exp

The Conrad N. Hilton Foundation is a grantmaking foundation established to help people living in poverty and experiencing disadvantage worldwide. The Program Associate will play a critical administrative and project management role in coordinating grantmaking activities, supporting operational areas of the team, and advancing the Foundation's mission to improve the lives of disadvantaged communities in the USA and Latin America.

Non-profit Organization Management

Comp. & Benefits

Responsibilities

Monitor grant progress to ensure timely approvals

Track and manage grant budgets and coordinate grant processes with Grants Management (pre-grant inquiry and grant modifications, etc.)

Monitor grant progress to ensure timely approvals and support in mapping progress reports

Regularly update program officers on the status of grant application documents and funded projects

Participate in workgroups within the department and across the organization, and document site accomplishments and site-specific reports

Maintain internal tracking databases in Giving Data, Excel spreadsheets, etc

Collaborate with program officers and grant applicants to develop and submit grant proposals in accordance with approved strategies. Support in processing budget and grant modifications

Lead in providing administrative support to applicants

Own the grants payout process, ensuring grants are paid according to the timeline and process

Review, analyze, and prepare grantee progress reports and payments for approval

Support the effective and timely delivery of information and technical assistance to grantees and other key partners

Participate in team-based strategy development

Maintain collaborative relationships with grantee partners, peer funders, and external stakeholders regarding grant-making and reporting processes, as well as organizing external events

Work with grants management to ensure compliance with internal audit and grant tracking procedures, grantmaking processes (such as grant reporting, payment, and reporting schedules, Giving Data entry)

Provide advice to Senior Program Officer (SPO) and Program Officer (PO) on proposals in process; communicate with applicants to address administrative questions regarding their application, budget, and project measurement table

Provide support for key operational and administrative areas of the team, including: project tracking, coordination of meetings, vendor/consultant contract agreements, and contribution to project reports, grant oversight, and planning

Provide support to the team with convenings and site-visits by taking the lead on preparing materials, booklets, correspondence, information management and travel arrangements

Support SPO by taking the lead on organizing meeting logistics, which includes securing the meeting site, arranging materials and technical needs, and catering orders. Additionally, provide logistics support to the meeting facilitator/coordinator as required, and participate in team discussions regarding speakers, agenda items, and themes

Coordinate program-related events, such as external meetings, conferences, and presentations

Support the SPO/PO members in developing program communication strategies and priorities

Assist in creating communication materials, such as blogs, tweets, articles, and reports

Collaborate with the communications team to distribute communication materials to the appropriate audiences

Conduct program-related research and special projects as needed to identify field trends and best practices, as well as to store and communicate information

Maintain team contacts and email

Qualification

Budget managementSpanish proficiencyProject managementWriting skillsNon-profit experienceOrganizational skillsTechnological skillsResearch skillsInterpersonal skillsCritical thinking

Required

Bachelor's Degree in a related field, or 5 years of related experience in lieu of a degree

Minimum 4 years of relevant work experience in the non-profit sector or a private entity with a social mission. Candidates with lived experience related to the Initiative area are encouraged to apply

Proficiency in Spanish

Skilled writer with the ability to produce communication products for a variety of audiences

Comfortable working with complex budgets and work plans, and have a good understanding of non-profit finances and budgets. They are highly attentive to detail

Possess solid organizational skills and are able to effectively manage and prioritize workflow to meet deadlines

Work effectively independently and collaboratively within a team, demonstrating a high degree of initiative, resourcefulness, and flexibility to meet the role's needs

Curious, value learning, and continually seek information and new approaches to processes and practices

Critical thinking skills to analyze and summarize reports

Interpersonal skills and cross-cultural competency, and adept at interacting with a range of diverse stakeholders in a professional, collaborative, and diplomatic way

Comfortable with traveling, including 1-2 site visit trips per year and domestic travel

Ability to continually seek information and look for new approaches to processes and practices

Excellent technological skills, including proficiency in Microsoft Office (with an emphasis on Outlook, Word, and Excel) and experience with database software (e.g., Giving Data, Salesforce, related grants, and/or data management software). Excel skills include generating graphs and charts, as well as an understanding of how formulas work