The Program Assistant provides effective administrative support with key areas of responsibility including:

Scheduling and Logistics – 20%

• Uses strategy and efficiency to plan, coordinate and manage the grantmaking team’s schedules, deliverables and travel; ability to understand and prioritize requests that come in from various stakeholders to assist in time management.

• Prepares or assembles necessary documents for meetings and coordinates with staff and partners to

ensure relevant follow up actions are taken.

• Makes all travel arrangements, including flight, ground transportation and lodging for the grantmaking team, as well as manages expense reports and reimbursements.
• Coordinates with staff and stakeholders to manage logistics for external meetings.

Administrative Support and Management – 30%

• Attentively supports internal team meetings by briefing all parties regarding relevant content and issues, prepping materials, and composing and distributing notes
• Adeptly creates and/or edits key written communications to staff and external stakeholders
• Researches, prioritizes, and follows up on issues and concerns raised during team meetings and provides summary reports of findings.
• Maintains project management systems to cohesively advance the work of the team to ensure projects remain on-track.
• Monitors emails to team email addresses (free@aidsunited.org) to prioritize them for team members.

Grantmaking Administration, Grantee Coordination & Reporting – 50%

• Provides administrative support to the team in implementing all aspects of the grantmaking initiatives: accepting applications, logistics for review meetings, capturing notes during the review committee meetings, grantee notification of awards and declination, broad communication with grantees, etc.
• Leads logistics for all grantee convenings and site visits, grant review committee meetings, and funder meetings including coordination with contracted meeting planner, hotel (where applicable), vendors, reviewers, grantees, and funders.
• Supports team with reporting to funders including research, data collection, coordination with evaluation team (where applicable), and communication with grantees.
• Documents and tracks activities and progress of the initiatives and team.
• Maintains all initiative documents, notes, and research in an organized and accessible manner.
• Actively maintains an understanding of the current social and political environment, especially related to the needs of the Black gay, bisexual, queer, and same-gender-loving men and Transgender and gender non-conforming people.
• Assists the team with creation of requests for proposals, grant review criteria, grantee convening content, and grantee reporting requirements.

APPLICATION DEADLINE: August 15, 2020 COB

TO APPLY Send a cover letter and resume to jobs@aidsunited.org with “Program Assistant – FREE” in the subject line. Incomplete submissions WILL NOT BE CONSIDERED. Due to the high volume of applicants only those selected for an interview will be contacted