Associate Program Officer

Baltimore Children and Youth Fund Inc•Baltimore, MD

2d•Hybrid

About The Position

The Associate Program Officer (APO) is an entry-level role that supports BCYF’s participatory grantmaking and grantee engagement work. Program Officers within the Grantee Team manage a portfolio of approximately 20–25 funded partners, providing ongoing monitoring, support, and compliance oversight throughout the grant lifecycle. This role focuses on maintaining strong relationships with grantees while ensuring programs align with BCYF expectations, reporting requirements, and compliance standards. Why This Role Matters The Associate Program Officer plays a vital role in sustaining strong partnerships with funded organizations while ensuring accountability across the grant lifecycle. Through ongoing monitoring, support, and compliance oversight, this role helps grantees successfully deliver programs that align with BCYF’s standards and advance positive outcomes for youth. This position strengthens the organization’s ability to equitably resource youth-serving organizations by ensuring that grants are administered thoughtfully, relationships are nurtured with care, and insights from the field are captured and shared. The Associate Program Officer helps create the conditions for grantees to succeed, ultimately impacting the quality and accessibility of opportunities available to Baltimore’s children and youth.

Requirements

Awareness of the social dynamics impacting the City and of the historical system of oppression that influences views of the City.
Ability to navigate the City and interact with its citizens with a sensitivity to these factors.

Nice To Haves

Proven track record of performing administrative duties in a fast-paced, mission-driven environment or growing organization.

Responsibilities

Support onboarding processes for newly awarded organizations.
Assist with grant agreement routing and document collection.
Ensure grantees understand reporting requirements and program expectations.
Provide guidance on system tools, reporting platforms, and documentation requirements.
Manage a portfolio of 20–25 funded partners.
Review and track Monthly Grantee Reports and Quarterly Program Reports.
Monitor progress toward program outcomes and deliverables.
Conduct site visits and document observations and recommendations.
Ensure participant service records and required documentation are maintained accurately.
Provide technical assistance to grantees experiencing operational or implementation challenges.
Lead Help Desks / Office Hours to support grantee questions.
Facilitate participation in Grantee Working Groups and collaborative learning opportunities.
Contribute content to Grantee communications and newsletters.
Monitor and document grantee performance indicators and flag potential compliance concerns.
Escalate potential Level 6 issues to senior leadership when necessary.
Assist with performance improvement plans for underperforming grantees.
Lead grant closeout procedures, ensuring required documentation and reporting are completed.
Process grant amendments, including extensions and scope adjustments.
Support annual reconciliation and rollover processes.
Collaborate to ensure strong partnerships with funded organizations.
Collaborate to ensure effective monitoring of grant implementation.
Collaborate to ensure consistent application of compliance policies.
Collaborate to ensure transparent reporting and documentation.
Collaborate to ensure timely identification and resolution of performance issues.
Collaborate to ensure successful grant closeout and fiscal reconciliation.