Program Administrative Assistant

Robert Wood Johnson Foundation • Princeton, NJ

1d • Hybrid

About The Position

The Robert Wood Johnson Foundation (RWJF) is a leading national philanthropy dedicated to transforming health. This role supports Program department colleagues, including managing directors, program officers, and program associates. The Program Administrative Assistant (PAA) provides a wide range of administrative support, including complex calendar management, travel coordination, meeting and event planning, and special projects. PAAs foster an informed, proactive, responsive, and collaborative relationship with all staff, both on-site and remote. As members of the Foundation’s community, PAAs embody knowledge and understanding of diversity, equity, and inclusion concepts, working with a multicultural workforce, and demonstrate sensitivity and appreciation to cultural differences. The PAA is expected to demonstrate a passionate commitment to equity and the Foundation’s mission and its Guiding Principles.

Requirements

• Commitment to racial and health equity and the Foundation’s vision, values, and Guiding Principles.
• Experience working with and general knowledge of spreadsheets, databases, database entry, and social media tools.
• Experience and demonstrated knowledge with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Demonstrated customer service orientation and interpersonal skills.
• Strong ability to prioritize and handle multiple tasks simultaneously.
• Strong planning, organization, and time management skills.
• Strong detail orientation.
• Ability to read and comprehend simple instructions, short correspondence, and memos, write simple correspondence, and effectively present information in one-on-one and small group situations.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form and to prioritize and handle multiple tasks simultaneously.
• Ability to interact with staff at all levels.
• Ability to work independently, as well as in a team-based, highly collaborative environment.
• Ability to work under deadlines.
• May require some overtime, as needed.
• A combination of education and/or experience equivalent to an associate’s degree from a two-year college, technical school, or equivalent.

Nice To Haves

• Three or more years of experience that meets the minimum qualifications and includes experience in Workday and Concur.
• Five or more years of experience that meets the minimum qualifications with specific experience using Workday and Concur.

Responsibilities

• Process e-expense reports, coordinate travel arrangements, and draft related correspondence.
• Coordinate and prepare materials for Program staff meeting presentations and special projects, such as PowerPoint presentations, spreadsheets, charts, and reports. Proofread for accuracy.
• Act as an administrative liaison to grantees/consultants (i.e., manage teams’ channels, manage consultant RWJF calendars, resource databases).
• Prepare monthly printing orders for pickup/delivery using off-site resources/vendors.
• Post preapproved social media content across various platforms.
• Serve on proposal review and screening committees.
• Review funding precis when requested.
• Take meeting minutes and transcribe meetings/notes when requested.
• Staff/facilitate various workgroups and committees throughout the Foundation.
• Maintain contact lists.
• Provide administrative support to consultants/staff extenders as requested.
• Participate in various in-house groups and committees.
• Provide collegial backup support to other PAAs as needed.
• Coordinate and conduct research for staff’s international and domestic travel; prepare itineraries; organize all background materials in advance.
• Manage conference/webinar registrations.
• Utilize different systems/vendors (i.e., FcM and Concur).
• Ensure staff travel profiles, bios, and memberships are current.
• Manage last-minute travel bookings/changes with efficiency, understanding, and care.
• Prepare, track, and submit invoices/expenses for reimbursement.
• Submit check request forms.
• Manage Administrative Consulting Authorizations.
• Manage high-volume calendar requests with grantees, partners, and colleagues, including virtual and in-person meetings, conferences, and webinars.
• Schedule across different time zones, both international and domestic.
• Triage different meeting requests—internal and external.
• Respond efficiently to urgent meeting requests.
• Monitor multiple calendars and conflicts.
• Maintain assigned calendars based on team and/or individual preferences.
• Track project sequence by coordinating calls and disseminating meeting minutes.
• Participate in focus groups and ambassador teams.
• Coordinate the meeting registration process, welcome, and direct visitors.
• Book hotel room blocks.
• Coordinate and facilitate transportation.
• Facilitate catering—ordering, setup, and cleanup.
• Set up conference room reservations.
• Coordinate (and may develop) the dissemination of information to all participants for webinars.
• Manage participant lists/RSVPs for webinars.
• Partner with Foundation Services for planning virtual events.
• Ensure correct conference room technology is set up for virtual events.
• Serve as note taker, summarize notes (minutes), and distribute as needed for webinars.
• Assist program moderator with slides, handouts, and other materials.
• Participate in interview panels for PAA candidates.
• May also meet with program officers during the recruitment process.
• Partner in the training of new PAA colleagues during the onboarding process and as needed.
• Assist administratively in the effective onboarding of new officers/hires.
• Demonstrate proficiencies in new technology and systems.
• Serve as personal Helpdesk to team/assigned colleagues; interface and coordinate with IT team as needed for assistance.

Benefits

• Comprehensive health and retirement benefits
• Generous paid time off
• Transition stipend provided to all new hires to aid in costs related to transitioning to a new job.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree