Program Associate

Council of Foundations; Town of Newark (WI); Hybrid; USD 52,000 - 74,000; Full time

Job summary

IntermediaryEd seeks a Program Associate to build the foundation for grantmaking supporting young adults. You will organize systems, track milestones, and keep multiple projects on schedule in a fast-moving, mission-driven environment.

The role blends administrative coordination with program support, requiring excellent writing, scheduling, and collaboration with leadership as the foundation launches in 2027. Hybrid work includes in-person Newark-based meetings and occasional travel.

Qualifications

• 3+ years in administrative, coordination, or project support roles.
• Excellent organizational skills and attention to detail.
• Proficiency with GenAI and traditional software tools.
• Thrives in a startup environment with evolving processes.
• Self-starter who takes initiative and asks clarifying questions.
• Discretion handling sensitive information.
• Strong written and verbal communication.
• Commitment to IntermediaryEd’s mission and values.

Responsibilities

• Maintain portfolio management tools, keeping grant data and milestones up to date.
• Support grantmaking process: prepare materials and track pipeline.
• Track follow-ups and deadlines with grantees.
• Evaluate pipeline against career outcomes and evidence standards.
• Coordinate scheduling and logistics for grantee meetings and events.
• Prepare materials for convenings and advisory council meetings.
• Draft and proofread internal/external memos and grant summaries.
• Research grantees and trends as needed.
• Track learning questions and patterns across grants.
• Identify workflow gaps and help implement fixes.
• Support VP, Programs with expenses and calendar management.
• Take on additional responsibilities as assigned.

Skills

Administrative experience

Coordination

GenAI tools

Startup mindset

Communication

Tools

Google Workspace

CRM

Calendar/project tools

Job description

About IntermediaryEd

More than a third of employed Americans struggle to make ends meet, and millions of young people never get the chance to realize their talent because our education, training, and employment systems don't meet their needs — even as employers struggle to fill open roles and AI reshapes the world of work. Philanthropy has a critical role to play in closing that gap, but it's rare for a new, major philanthropic institution to enter the field. That's exactly what IntermediaryEd is doing: a newly created foundation with a nearly half-billion-dollar endowment, built to help young people — especially those born into low-income households — prepare for and thrive in uplifting careers.

Led by founding CEO Rachel Korberg, IntermediaryEd is recruiting a founding team to build strategy, operations, and staff ahead of a public launch in early 2027. This is a rare chance to build a lasting institution from the ground up — to shape its culture, brand, systems, and impact, with emerging technology woven into its DNA from the start. We're looking for people energized by that kind of builder's work: comfortable with ambiguity and able to balance strategic and hands-on leadership. Our team is driven by the chance to make a real difference — and to do it grounded in the values that define how we work: Care. Act. Learn.

The Opportunity

IntermediaryEd is building the program infrastructure that powers our grantmaking to organizations serving young adults ages 16-29 who face barriers to career opportunities. The Programs team seeks a Program Associate to provide support to the team, both building key departmental systems and supporting the implementation of grantmaking strategies. The ideal candidate is mission- and impact-driven, and thrives on variety — someone who can move seamlessly between scheduling meetings, formatting a board deck, coordinating convenings, tracking milestones on a portfolio tracker, and keeping a dozen moving projects on schedule.

This is a foundational role: an opportunity for someone who wants to help shape an impact-driven organization at launch, while learning the craft of grantmaking from the inside. You'll be the connective tissue that keeps the Programs team's work organized, on time, and well-documented — with a front-row seat to how a new foundation's grantmaking strategy comes together.

Location

This is a hybrid role that requires in-person presence at IntermediaryEd's office in Newark, NJ every other Monday and two full days for quarterly planning meetings. Staff are also expected to attend additional in-person meetings, events, or team gatherings, in Newark or elsewhere, including a multi-day all-staff retreat. IntermediaryEd provides all employees with a commuter stipend based on distance from Newark, NJ to help offset travel costs.

Responsibilities

• Maintain and update portfolio management tools and trackers, ensuring grant data, milestones, and deadlines stay current and accurate.
• Support the internal funding/grantmaking process, including assembling materials for review and tracking organizations through the pipeline.
• Track and manage follow-ups and deadlines with grantees.
• Support the evaluation of pipeline against career-outcome, population, and evidence standards, raising concerns to the team leads.
• Coordinate scheduling and logistics, including travel and follow-up, for grantee meetings, site visits, and all facets of the internal Programs team meetings.
• Help prepare materials and coordinate logistics for convenings, advisory council meetings, and other stakeholder engagements.
• Draft, format, and proofread internal and external documents such as memos, decks, grant summaries, and meeting notes.
• Conduct research and compile background materials on grantees, sector trends, and ecosystem organizations as needed.
• Track each grant's learning questions, and spot patterns across grants.
• Flag process gaps or inefficiencies and help implement fixes to team workflows.
• Manage day-to-day administrative needs of the VP, Programs, including expense processing, calendar management, and system organization on as-needed basis.
• Any additional responsibilities, as assigned.

Qualifications

• 3+ years of experience in an administrative, coordination, or project support role (nonprofit, philanthropy, or education/workforce sector experience preferred, but not required).
• Excellent organizational skills and close attention to detail — comfortable juggling multiple projects and deadlines at once.
• Proficiency with emerging technology (GenAI) as well as with traditional technology and software tools.
• Thrives in a startup environment, bringing sound judgment to situations where processes and priorities are still taking shape.
• A self-starter who takes initiative, follows through without heavy oversight, and is comfortable asking clarifying questions.
• Discretion and professionalism when handling sensitive grantee or organizational information.
• Comfortable working independently and collaboratively with and across IntermediaryEd’s small teams.
• Strong written and verbal communication skills; comfort collaborating with leadership.
• Commitment to IntermediaryEd’s mission and values.