Hybrid Program Associate, Mellon Mays Programs

Classy Llama Studios, LLC; New York (NY); On-site; USD 55,000 - 60,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

AD&D and disability coverage

Generous paid time off

Retirement plan with employer contribu

Professional development support

Job summary

American Council of Learned Societies (ACLS) is seeking a Program Associate to support Mellon Mays Programs within the IDEA unit in New York City. This role handles administrative tasks, data maintenance, and partnership communications with fellows and colleges.

The successful candidate will manage calendars, assist with grant workflows, and coordinate events and workshops, interfacing with multiple departments and external partners.

Qualifications

• Bachelor’s degree in a field of the humanities or related social sciences.
• Excellent written and oral communication skills.
• Keen organizational skills, with strong attention to detail.
• Ability to multi-task and prioritize assignments in a deadline-driven environment.
• Capacity to work both independently and collaboratively.
• Effective interpersonal skills.
• Willingness to try new tasks and learn skills on the job.
• Proficiency in MS Office, particularly Word, Outlook and Excel.
• Reliability, humility, and a willingness to pitch in when necessary.
• Experience with databases and event planning preferred.
• An interest in the humanities, philanthropy, and higher education.
• Must be willing and able to travel to multi-day events within the US 2-3 times a year, and to staff infrequent after-hour and weekend events.
• Some experience in an administrative capacity or office environment preferred.
• Hybrid work schedule; must live within commuting distance of New York City.

Responsibilities

• Assist with maintaining program-related database records and ACLS web-based portals, including those associated with applications, fellows, and colleges and universities.
• Manage program calendar and track deadlines using project management software.
• Process grant applications, track and analyze grant spending, and process payments for program-related activities.
• Create and maintain records of convenings, including drafting and circulating meeting summaries and minutes of discussions.
• Monitor program inbox and communicate with applicants, fellows, and advisory committee members e.g., calls for applications and related correspondence, eligibility inquiries, program announcements, logistics memos, etc.
• Oversee web-based tools (Zoom, Padlet, Calendly) necessary for online workshops and meetings.
• Oversee annual updates to and day-to-day functionality of application system, including web portal-database interfaces and data imports, and creation and refinement of award materials and forms for recipients.
• Assist events staff with organizing logistics for workshops and meetings on- and off-site and liaise with vendors for event needs. such as transport and promotional materials.
• Coordinate activities with other ACLS departments as necessary, including collaborating with web and information systems on technical projects and with communications on outreach.
• Produce materials for use during convenings, proofread and contribute to the drafting of website materials, and compile information to be included in reports to funders and grant applications.
• Other duties as assigned

Skills

Communication skills

Organizational skills

Multi-tasking

Independent & collaborative

Interpersonal skills

Willingness to learn

MS Office proficiency

Reliability & humility

Travel willingness

Administrative experience

Hybrid work

Commuting distance to NYC

Education

Bachelor’s degree in humanities or related social sciences

Tools

MS Office (Word, Outlook, Excel)

Job description

American Council of Learned Societies (ACLS) is seeking a Program Associate to support Mellon Mays Programs within the IDEA unit in New York City. This role handles administrative tasks, data maintenance, and partnership communications with fellows and colleges.

The successful candidate will manage calendars, assist with grant workflows, and coordinate events and workshops, interfacing with multiple departments and external partners.