Global Programs Ops Associate: Grants & Coordination

Phaxis; New York (NY); Hybrid; USD 51,000 - 59,000; Part time

Job summary

Phaxis is seeking a Program Operations Associate for our global initiatives NYC program. This hybrid, contract role requires strong organization, superior writing, and cross-functional coordination to support grants, contracts, reporting, events, and stakeholder communications.

You will manage records, assist with data and vendor documentation, and help prepare briefing materials and presentations for senior leaders.

Qualifications

• Bachelor’s degree and 3+ years of relevant experience.
• Experience with grant or contract administration, ideally within a nonprofit environment.
• Excellent writing, editing, research, and organizational skills.
• Strong attention to detail with the ability to manage multiple workstreams simultaneously.
• Advanced Microsoft 365 skills, particularly Excel, PowerPoint, Word, Teams, and SharePoint.
• Experience with Salesforce or similar CRM/database systems.

Responsibilities

• Coordinate grants, contracts, vendor agreements, and related documentation.
• Track deliverables, deadlines, milestones, budgets, and follow-up items.
• Maintain program records, databases, SharePoint, and project trackers.
• Prepare reports, briefing materials, presentations, one-pagers, and meeting materials.
• Conduct research and synthesize complex information into clear summaries.
• Coordinate stakeholder communications and track commitments through completion.
• Support high-level meetings, workshops, and international convenings, including logistics and materials.
• Partner with Legal, Finance, Communications, and Grants Management teams.

Skills

Attention to detail

Writing

Project coordination

Research skills

Stakeholder communication

Organization

Editing

Education

Bachelor’s degree

Tools

Microsoft 365

Excel

PowerPoint

SharePoint

Teams

Salesforce

Job description

Phaxis is seeking a Program Operations Associate for our global initiatives NYC program. This hybrid, contract role requires strong organization, superior writing, and cross-functional coordination to support grants, contracts, reporting, events, and stakeholder communications.

You will manage records, assist with data and vendor documentation, and help prepare briefing materials and presentations for senior leaders.