EPIP is hiring: Program Assistant, Managed Organizations (AA) in Chicago

Program Assistant, Managed Organizations (AA)

Posted on October 19, 2018

Program Assistant, Managed Organizations (Chicago, IL or Washington, DC)

You are mission driven and action oriented. You love to get involved, and work as part of a team to accomplish something great. Any job is your job if it helps the team succeed, and you thrive on variety. Today, you’re looking for a role where you can use those traits to make a real difference in the world by advancing the most important social issues facing humanity today.

We are looking for an organized, detail-oriented and highly motivated self-starter to support our efforts to launch and manage innovative social sector projects. If you want the opportunity to work with a fast-growing and entrepreneurial team reshaping the charitable sector, then this job is for you.

Project Support (60-70%)

Support the team’s management of a large portfolio of fiscally sponsored and incubated projects

• Maintain up-to-date project data and information in various technology systems, including Salesforce.
• Enter projects and budgets into time-tracking system and provide reports to managers.
• Ensure project electronic files are organized and up-to-date.
• Produce reports from project data systems to identify, locate and correct missing or erroneous project information.
• Maintain and organize team process and procedure documents, including templates.
• Coordinate logistics for client and project meetings.

Support grant and contract management processes

• Manage the signatory process, ensuring that documents are signed in a timely fashion.
• Assist with preparation of subgrant dockets, such as running OFAC checks, drafting agreements, etc.
• Enter grant, contribution, subgrant and contract information into Salesforce.
• Research unidentified donations to determine appropriate project designation.
• Submit payment requests, ensuring accurate coding and documentation.
• Download and format monthly project financial reports for account managers’ review.
• Facilitate the approval and hiring process for new employees.

Administrative Support (~30-40%)

• Contribute to the implementation of more efficient processes, systems and technology.
• Contribute to data gathering and measurement for business operation goals.
• Other administrative tasks and special projects as needed.

To be successful in this role you’ll need:

• Associate’s Degree and two years work experience or Bachelor’s Degree.
• Excellent written and oral communication skills.
• Strong entrepreneurial spirit and resourcefulness in problem solving.
• Outstanding organization and prioritization skills.
• High level of computer proficiency, particularly with the Microsoft Office Suite.
• Experience or interest in philanthropy, nonprofits, foundation operations and management.

Other Highly Preferred Knowledge, Skills and Experience

• Up to two years of experience in an administrative support role.
• Experience with Salesforce, database programs, intranets and web-based communication tools.

Our Core Competencies:

• The ability to provide excellent, reliable service.
• The ability to manage time, resources, and priorities to complete tasks on time with high-quality results.
• The ability to be a positive and professional liaison for stakeholders.
• The ability to communicate clearly, concisely, and professionally to various audiences.
• The ability to effectively collaborate.
• A demonstrated eagerness to learn and take on new challenges.
• The ability to take ownership and be creative and solutions-oriented.

Arabella Advisors helps foundations, philanthropists and investors achieve the greatest good with their resources. We work on issues ranging from the social and economic advancement of women and girls, conservation of our climate and planet, to reducing poverty and inequity in the United States and around the world.

About Arabella’s Managed Organizations Team

Arabella Advisors provides operations and management support to multiple nonprofit organizations, including the New Venture Fund, the Windward Fund, and the Hopewell Fund. These managed organizations house new and innovative public interest projects and nonprofits, as well as coordinate collaborative initiatives between donors and administer grants programs.

Working with Us

We are committed to having a passion-driven, inclusive, transparent, collaborative, healthy, and fun culture. We invite you to visit our careers website to learn more.

To encourage work/life balance we offer flexible work options. Our office is an open space with cubicles and standing desks and informal work areas. Our salaries are closer to the range of a nonprofit and our benefits are excellent. You’ll start with three weeks of vacation, 80 hours of personal time, and 20 hours of paid time to volunteer at an organization of your choice.

How to apply

Submit a resume and a one-page cover letter online. The cover letter should address why you’re excited to work at Arabella and why you’re qualified for this specific job.

We value diversity and inclusion and encourage all qualified people to apply. If we can make this easier through accommodation in the recruitment process, please let us know.

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