BUILD OVERVIEW Ford Foundation recently launched a program called Building Institutions and Networks (BUILD), which aims to support and develop robust, effective and sustainable organizations addressing inequality around the world. In the course of a 5-year period, the Foundation will invest approximately $1Bn in a limited number of organizations, providing them with flexible operational and organizational strengthening support. By strengthening organizations that are core to the social justice infrastructure, the Foundation aims to ensure BUILD organizations have the stability it takes to drive change over the long term and in turn achieve greater impact.
SUMMARY DESCRIPTION The Program Assistant (PA) will provide administrative and logistical support to two Program Officers from the BUILD department and to the Director from the Office of the Vice President of Education, Creativity & Free Expression (ECX). As such, the PA will contribute to the Foundation’s grant making and grant oversight processes as well as support special events and projects that advance the ECX Strategy.
The PA will work closely and pro-actively with colleagues on the BUILD team and across the Foundation, including our international offices, to help manage administrative workflows and to ensure smooth-running operations. The Program Assistant may work closely with grants management staff on the production and maintenance of grant information and documentation and may also participate in research and communications initiatives with senior program staff.
Manage calendars, including scheduling individual and group meetings and required follow-up
Assist with Program Officers’ work-related travel, including obtaining visas where necessary; assist with developing travel plans and logistical arrangements, including processing expense reports
Assist Program Officers in responding to requests for information or other documentation from internal and external sources
Work alongside the Department Coordinator, serving as backup when needed and collaborating, as needed, on workflows, including, but not limited to contract management, administrative tasks and projects
Coordinate internal and external resources for the flawless execution and tracking of projects, ensuring on-time and on-budget delivery
Assist in the onboarding process for new hires/consultants/interns
Establish and maintain appropriate files, both physical and electronic
Plan and coordinate logistics for site visits and major grantee meetings
Undertake Internet-based research and prepare presentations and other materials (including, e.g., PowerPoint or Prezi presentations) for program staff
Complete baseline data analyses as needed
BA/BS plus a minimum of 2-3 years of relevant office experienceor equivalent work experience
Excellent oral and written communications skills; ability to manage communications tactfully and professionally with high attention to detail and accuracy
Demonstrated proficiency utilizing online information resources and data tools for information retrieval and data entry; experience undertaking internet-based research
Detailed knowledge of and demonstrated proficiency in the use of Microsoft Office and Google computer applications, including Microsoft Outlook, Word, Excel, PowerPoint and Google Drive, Sheets, Docs, Slides.
Experience using and contributing to a formal content or document management system (for example, SharePoint); enthusiasm for learning new tools and technologies and ability to adapt to rapidly evolving applications and systems.
Highly functioning administrator who is proactive and able to self-manage, prioritize work assignments across departments, manage multiple deadlines, and represent the unit and the Foundation in any given environment
A team player with an ability to work in diverse teams with accountability and responsibility; ability to contribute to a positive, productive, open and supportive environment that motivates everyone to perform at their best
A clear communicator; flexible; proactive planning skills, organizational skills, and critical thinking skills; proven ability to problem solve and follow up appropriately on process and procedural issues
ALIGNMENT TO CULTURE AND VALUES:
Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency
Personal qualities of humility, capacity for self-reflection, and a sense of humor
Discretion and ability to handle confidential issues
Action-orientated and entrepreneurial self-starter who can work well independently and in teams
Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexualorientation preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.