Program Associate

Generation West Virginia

South Carolina

On-site

USD 45,000 - 48,000

Full time

3 days ago

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Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Vacation and Sick Time

Paid Parking

Professional Development

Job summary

The Greater Kanawha Valley Foundation seeks a Program Associate to handle administrative tasks in the scholarship and grants divisions and to implement and monitor the grants management software, working with applicants and Foundation staff.

You will assist with event logistics, prepare reports, and support data analysis and process improvements to ensure accurate grant and scholarship activity.

Qualifications

Experience in scholarship and grants administration and/or higher education preferred.
Bachelor’s or Associate degree preferred.
Familiarity with and/or ability to learn Foundant Suite; Google Suite and Microsoft Teams; EventBrite; Canva, Constant Contact, and DocuSign software.
At least three years of experience in the nonprofit sector as an employee or volunteer.
Excellent computer and office skills: MS Word, Excel, Outlook, and relational database experience.
Proactive and responsive, with a strong customer orientation; good presentation skills and ability to explain complex processes to others.
Strong communication skills, and a high level of self-motivation.

Responsibilities

Update scholarship and grant information in the grants management system to ensure data integrity.
Assist Scholarship Program Officer in managing scholarship portfolios.
Review applications for eligibility and missing information.
Prepare grant and scholarship agreements and reports.
Coordinate with Grants Program Officers on quarterly processing and materials.
Provide reports and responses to inquiries as requested.
Assist with program events such as ceremonies and trainings.
Communicate with applicants, award recipients, and staff.
Monitor payments to grant and scholarship recipients.

Skills

Communication skills

Customer service

Multitasking

Proactive and responsive

Data entry / database experience

Education

Bachelor’s or Associate degree preferred

Three years nonprofit experience

Relational database experience

Tools

Foundant Suite

Google Suite

Microsoft Teams

Eventbrite

Canva

Constant Contact

DocuSign

MS Word

Excel

Outlook

Job description

ABOUT TGKVF:

Established in 1962, The Greater Kanawha Valley Foundation is a philanthropic leader that helps donors, nonprofits, and other collaborative partners strengthen our community so all of the people and places we serve have the opportunity to thrive.

The Greater Kanawha Valley Foundation is committed to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion. These values are central to our mission and to our impact.

JOB TITLE:

Program Associate

JOB SUMMARY:

The Program Associate performs administrative tasks in The Greater Kanawha Valley Foundation’s scholarship and grants divisions. This person implements and monitors the Foundation’s grants management software program, working externally with scholarship and grant applicants on technical questions and internally with grants and scholarship staff. The Program Associate will also assist with logistics of program-related events such as the Scholarship Reception, grantee trainings, and other events.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Utilize the grants management system database to update scholarship and grant information, ensuring data integrity
Assist Scholarship Program Officer in managing scholarship portfolios
Provide support to Scholarship Program Officer in conducting meetings of the Scholarship Committee(s)
Assist Scholarship Program Officer in reviewing applications to ensure eligibility and identify missing information or documents, notifying applicants as needed
Prepare grant and scholarship agreements, award letters, and declinations, generating acknowledgement and other reports as needed
Coordinate with Grants Program Officers with quarterly application processing and grant request materials, including internal coding and document generation, communicating with finance department, etc.
Provide reports, responses to inquiries, and scholarship and grant histories as requested
Assist with and make preparations for program events, such as high school award ceremonies, college fairs, Scholarship Reception, grant trainings, etc.
Communicate externally with scholarship applicants and award recipients and internally with Foundation staff and committees
Monitor payments for all grant and scholarship recipients as needed
Stay current with grant and scholarship programs to field inquiries when program officers are unavailable
Provide letter generation and additional support as needed for affiliate organizations
Work with Systems and Data Officer to review internal processes and work with staff on updates and revisions as necessary
Provide applicant technical assistance as needed
Exercise creativity by assisting program team with software solutions
Assist in data evaluation and interpretation in conjunction with Systems and Data Officer
Support system monitoring to ensure excellent data quality
Engage in learning to collect resources and best practices to share with team
Create, document, and maintain processes and walkthroughs for departmental procedures
Provide back-up support for office administration and reception duties, including processing checks and other mail
Undertake special projects as assigned

CONFIDENTIALITY:

Personal information on donors, grantees, scholarship recipients, other customers, and staff is to be kept confidentially. Violation of this confidentiality can result in corrective action, up to and including dismissal according to TGKVF policy and procedures.

RESOURCES AND METHODS:

Employee must have excellent technology skills and be proficient at using a Microsoft Windows-based computer and software applications needed to perform duties (Microsoft 365, including Word, Excel, Outlook.). Google Suite, Microsoft Teams, and Ethical AI proficiency preferred. Employee will be trained in Foundant, which is TGKVF’s grants, scholarship and financial management software and other software.

PHYSICAL DEMANDS:

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

WORKING CONDITIONS AND ENVIRONMENTAL ISSUES:

The Program Associate must be an excellent communicator.

KNOWLEDGE, ABILITIES, AND SKILLS:

To perform this job successfully, the employee must be able to multi-task and perform each duty satisfactorily.

REPORTING RELATIONSHIPS:

The Program Associate reports to the Chief Program Officer.

REVIEW PROCESS:

Semi-annual and annual reviews will be conducted by the Chief Program Officer.

EDUCATION AND EXPERIENCE:

Experience in scholarship and grants administration and/or higher education preferred;
Bachelor’s or Associate’s degree preferred;
Familiarity with and/or ability to learn Foundant Suite; Google Suite and Microsoft Teams; EventBrite; Canva, Constant Contact, and DocuSign software;
At least three years of experience in the nonprofit sector as an employee or volunteer;
Excellent computer and office skills: MS Word, Excel, Outlook, and relational database experience;
Proactive and responsive, with a strong customer orientation; good presentation skills and ability to explain complex processes to others;
Strong communication skills, and a high level of self-motivation.

KEY JOB COMPETENCIES:

To perform the job successfully, an individual demonstrates the following competencies:

Interpersonal Savvy: Relates well to all kinds of people, up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably
Technical Learning: Picks up on technical things quickly; can learn skills and knowledge; is good at learning new industry, company, product, or technical knowledge – like internet technology; does well in technical courses and seminars Written Communications: is able to write clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect
Action-Oriented: Enjoys working hard; is action-oriented and full of energy for the things he/she sees as challenging; not fearful of acting with a minimum of planning; seizes opportunities
Creativity: Comes up with a lot of new and unique ideas; easily makes connections among previously unrelated notions; tends to be seen as original and value-added in brainstorming settings
Composure: Is cool under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn’t show frustration when resisted or blocked; is a settling influence in a crisis
Drive for Results: Can be counted on to exceed goals successfully; is constantly one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results
Supervisor Relationships: Responds and relates well to supervisors; would work harder for a good supervisor; is open to learning from supervisors who are good coaches and who provide latitude; likes to learn from those who have been there before; easy to challenge and develop; is comfortably coachable
Peer Relationships: Can quickly find common ground and solve problems for the good of all; can represent his/her own interests and yet be fair to other groups; can solve problems with peers with a minimum of noise; is seen as a team player and is cooperative; easily gains trust and support of peers; encourages collaboration; can be candid with peers
Self-Development: Is personally committed to and actively works to continuously improve him/herself; understands that different situations and levels may call for different skills and approaches; works to deploy strengths; works on compensating for weakness and limits