Program Associate, Mellon Mays Programs

Classy Llama Studios, LLC; New York (NY); Hybrid; 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

Job Title: Program Associate, Mellon Mays Programs

Location of position: New York City

Reporting relationship: Program Associate reports to Director, Mellon Mays Operations and Senior Program Officer

Overview of ACLS

Formed a century ago, the American Council of Learned Societies (ACLS) is a nonprofit federation of 81 scholarly organizations. As the leading representative of American scholarship in the humanities and social sciences, ACLS’s core principle is that knowledge is a public good. As such, ACLS strives to promote the circulation of humanistic knowledge throughout society. In addition to stewarding and representing its member organizations, ACLS employs its endowment and $34 million annual operating budget to support scholarship in the humanities and social sciences and to advocate for its central role in the twenty-first century.

Program Scope

Mellon Mays Undergraduate Fellowship program and Mellon Mays Graduate and Professional Initiatives

Emphasizing mentoring, research support, and student cohort building, the Mellon Mays programs partner with member colleges and universities to identify and support students of great promise and to help them become scholars and professionals of the highest distinction. The Mellon Mays staff at ACLS are currently responsible for:

• Coordinating annual grantmaking, programming, and reporting from 50 colleges, universities, and consortia in the Mellon Mays Undergraduate Fellowship network
• Developing strategies for outreach to Mellon fellows to maximize engagement
• Designing programming that is responsive to the changing landscape of graduate education and Mellon Mays alumni needs that aligns with the mission and goals of ACLS
• Documenting and assessing the 35-year history of the program

Job Summary

This role supports the Mellon Mays Programs within the Intentional Design for an Equitable Academy (IDEA) unit. Reporting to the Director of Mellon Mays Operations and Senior Program Officer, the Program Associate will support all administrative aspects of the Programs, including, but not limited to: the planning and organization of activities connected with these programs, maintenance and analysis of information and data, and the research and development of new programming. The program associate is often the first point of contact with program partners and communicates with current and past fellows on a range of subjects.

Responsibilities include, but are not limited to:

• 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

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

Compensation and Benefits

Base salary range: $55,000 - $60,000, commensurate with experience

ACLS offers a comprehensive benefits package; including medical, dental, vision, life, accidental death and disability insurance; generous time off benefits; a retirement savings plan, including employer contributions; and professional development support.