Program Associate, Mellon Mays Programs

American Council of Learned Societies•New York, NY

5d•$55,000 - $60,000•Hybrid

About The Position

This role supports the Mellon Mays Programs within the Intentional Design for an Equitable Academy (IDEA) unit. Reporting to the Director of Mellon Mays Operations and Senior Program Officer, the Program Associate will support all administrative aspects of the Programs, including, but not limited to: the planning and organization of activities connected with these programs, maintenance and analysis of information and data, and the research and development of new programming. The program associate is often the first point of contact with program partners and communicates with current and past fellows on a range of subjects.

Requirements

Bachelor’s degree in a field of the humanities or related social sciences
Excellent written and oral communication skills
Keen organizational skills, with strong attention to detail
Ability to multi-task and prioritize assignments in a deadline-driven environment
Capacity to work both independently and collaboratively
Effective interpersonal skills
Willingness to try new tasks and learn skills on the job
Proficiency in MS Office, particularly Word, Outlook and Excel
Reliability, humility, and a willingness to pitch in when necessary
Must be willing and able to travel to multi-day events within the US 2- 3 times a year, and to staff infrequent after-hour and weekend events
Hybrid work schedule; must live within commuting distance of New York City

Nice To Haves

Experience with databases and event planning preferred
An interest in the humanities, philanthropy, and higher education
Some experience in an administrative capacity or office environment preferred

Responsibilities

Assist with maintaining program-related database records and ACLS web-based portals, including those associated with applications, fellows, and colleges and universities
Manage program calendar and track deadlines using project management software
Process grant applications, track and analyze grant spending, and process payments for program-related activities
Create and maintain records of convenings, including drafting and circulating meeting summaries and minutes of discussions
Monitor program inbox and communicate with applicants, fellows, and advisory committee members e.g., calls for applications and related correspondence, eligibility inquiries, program announcements, logistics memos, etc.
Oversee web-based tools (Zoom, Padlet, Calendly) necessary for online workshops and meetings
Oversee annual updates to and day-to-day functionality of application system, including web portal-database interfaces and data imports, and creation and refinement of award materials and forms for recipients
Assist events staff with organizing logistics for workshops and meetings on- and off-site and liaise with vendors for event needs. such as transport and promotional materials
Coordinate activities with other ACLS departments as necessary, including collaborating with web and information systems on technical projects and with communications on outreach
Produce materials for use during convenings, proofread and contribute to the drafting of website materials, and compile information to be included in reports to funders and grant applications
Other duties as assigned