Program Support Specialist

For Others Collective•Franklin, TN

6d•$46,000 - $52,000•Hybrid

About The Position

The Program Support Specialist is the administrative engine behind For Others’ Program team. This is an execution-focused role that supports the Program Manager and provides direct administrative support to the EVP of Strategic Partnerships. The position is responsible for the accuracy, timeliness, and follow-through that keep grants, records, schedules, meetings, and team operations moving. It does not own program leadership, partner relationships or strategy, grant priorities or approvals, partner tier placement, negotiations, or staff supervision. The role prepares and tracks grant documents and compliance requirements; maintains CRM data, shared trackers, and organized files; manages calendars, travel, correspondence, and meeting logistics; prepares agendas, records notes, and tracks action items; and gathers background information and quality-checks materials as directed. The Program Manager sets day-to-day priorities and directs the workload. When the Program Manager’s and EVP’s demands compete, the Program Manager determines the order of work in consultation with the EVP. The role has no direct reports. The position is based in Franklin, Tennessee, on a hybrid schedule of three days in the office and two days remote each week, with minimal travel. Work is office- and computer-based, with extended periods at a desk and on a computer. The pace can be demanding, and deadlines may run concurrently.

Requirements

At least 3 years of experience in an administrative, executive assistant, grants administration, or program support role.
Demonstrated experience managing complex calendars for more than one leader at a time.
Hands-on experience with grant paperwork, compliance tracking, or contract administration.
Strong CRM or database experience and a track record of maintaining clean, reliable data.
Advanced Microsoft 365 skills, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Excellent written and verbal communication skills, including confidence following up with senior leaders and external partners.
Exceptional attention to detail and accuracy while working against deadlines.
Ability to manage many small tasks at once without losing track of any.
Discretion and sound judgment when handling confidential information.
Ability to work in a demanding, deadline-driven environment.

Nice To Haves

Bachelor’s degree; equivalent administrative experience will be considered.
Experience in or knowledge of child welfare, foster care, or family-serving organizations.
Experience with Blackbaud Raiser’s Edge NXT or a comparable platform.
A proactive, organized, solutions-oriented approach, with strong follow-through and composure under pressure.

Responsibilities

Draft and prepare grant agreements and award documentation using direction from the Program Manager and EVP.
Facilitate new partner meetings to ensure partners understand reporting requirements.
Maintain the grant tracking system, including deadlines, requirements, reporting dates, payment status, and budget notes.
Monitor grant reporting requirements and follow up with partners so submissions are complete and on time.
Route grant paperwork for review, signature, and approval, and confirm files are complete before close-out.
Support finance with expense tracking, coding, and reconciliation against the granting budget; flag variances to the Program Manager.
Assemble compliance documentation and prepare routine review packets for internal stakeholders.
Enter and maintain CRM data for partners, contacts, gifts, grants, and activity history.
Conduct CRM clean-up, including deduplication, field standardization, and missing-data audits.
Pull and format standard reports, lists, and exports on request.
Maintain organized, clearly named files in shared storage with version control.
Manage the Program Manager’s and EVP’s calendars, including scheduling, rescheduling, holds, buffers, and conflict resolution across time zones.
Schedule and stage meetings with partners, state agencies, and internal teams, including invitations, links, rooms, and materials.
Prepare agendas, capture accurate notes, and track action items through closure.
Handle correspondence and routine follow-up on the team’s behalf.
Gather and compile background information on states, partners, and organizations as directed, without providing interpretation or recommendations.
Format documents, briefs, and decks to For Others brand standards; proofread and quality-check materials before they are shared.
Provide administrative support to team projects, meetings, and events as assigned, and complete additional tasks as assigned.
Manage travel, expense reports, and reimbursements accurately and on schedule.