Global Program Associate: Grants & Coordination (Hybrid)

Phaxis; New York (NY); Hybrid; USD 41,000 - 52,000; Full time

Job summary

Phaxis is seeking a Program Associate to support a high-impact nonprofit initiative in New York. The role combines grant and contract administration with cross‑functional coordination to ensure timely deliverables and accurate reporting.

The position requires a Bachelor’s degree and 3+ years of relevant experience, with strong writing, communication, and organizational skills. Hybrid work in NYC, with some international travel, and a fixed-term, one-year assignment are offered.

Qualifications

• Bachelor’s degree required.
• 3+ years of relevant professional experience.
• Grant or contract administration experience within a foundation, nonprofit, multilateral, or international development organization preferred.
• Excellent writing and communication skills.
• Strong organizational skills and attention to detail.
• Experience managing deadlines, deliverables, budgets, agreements, and reporting requirements.
• Advanced Microsoft 365 skills (SharePoint, Excel, PowerPoint, Word, Teams).
• Ability to work effectively with senior-level stakeholders.
• Willingness to travel internationally.

Responsibilities

• Support administration of grants, contracts, vendor agreements, MOUs, and other program agreements.
• Coordinate documentation, approvals, signatures, amendments, extensions, and closeout processes.
• Track grant deliverables, reporting deadlines, payment milestones, and program commitments.
• Enter and maintain program and agreement information in Salesforce.
• Review narrative and financial reports and flag outstanding items.
• Coordinate with Grants Management, Legal, Finance, and Communications teams.
• Maintain internal reporting calendars, SharePoint files, planning tools, and stakeholder databases.
• Draft briefing notes, one-pagers, reports, event materials, and other program communications.
• Conduct research and verify information used in program materials.
• Coordinate meetings, workshops, and multi-stakeholder events.
• Manage event logistics, vendors, invitations, RSVPs, travel support, and materials.
• Prepare agendas, pre-reads, participant briefs, and speaker materials.
• Maintain stakeholder engagement records and track follow-up items.
• Support senior leadership across multiple projects and priorities.

Skills

Writing skills

Communication skills

People/Stakeholder management

Organizational skills

Deadline management

Ability to travel internationally

Education

Bachelor's degree

Tools

Salesforce

SharePoint

Excel

PowerPoint

Word

Teams

Job description

Phaxis is seeking a Program Associate to support a high-impact nonprofit initiative in New York. The role combines grant and contract administration with cross‑functional coordination to ensure timely deliverables and accurate reporting.

The position requires a Bachelor’s degree and 3+ years of relevant experience, with strong writing, communication, and organizational skills. Hybrid work in NYC, with some international travel, and a fixed-term, one-year assignment are offered.