Program Associate, Mellon Mays Programs (Hybrid)

American Council of Learned Societies; New York (NY); Hybrid; USD 55,000 - 75,000; Full time

Job summary

American Council of Learned Societies in New York City seeks a Program Associate to support the Mellon Mays programs within the IDEA unit. You will assist with planning, data maintenance, and development of new programming, serving as a primary liaison with fellows, colleges, and partners.

The role emphasizes administrative organization, grant processing support, calendar management, and collaboration with other ACLS departments.

Qualifications

• Bachelor’s degree in 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 independently and collaboratively.
• Effective interpersonal skills.
• Willingness to learn new tasks and skills on the job.
• Experience with databases and event planning preferred.
• Interest in humanities, philanthropy, and higher education.
• Willingness to travel to multi-day events within the US 2-3 times a year.

Responsibilities

• Assist with maintaining program-related database records and ACLS web portals.
• Manage program calendar and track deadlines using project management software.
• Process grant applications, track spending, and process payments for program activities.
• Create and maintain records of convenings, including meeting summaries and minutes.
• Monitor program inbox and communicate with applicants, fellows, and advisory committee members.
• Oversee web-based tools (Zoom, Padlet, Calendly) for online workshops and meetings.
• Maintain application system updates, data imports, and refinement of award materials.
• Assist events staff with organizing logistics for workshops and meetings, including liaising with vendors.
• Coordinate activities with other ACLS departments and communications teams.
• Produce materials for convenings and reports to funders and grant applications.
• Other duties as assigned.

Skills

Communication skills

Organizational skills

Team collaboration

Detail-oriented

Project management

Multitasking

Willingness to learn

Education

Bachelor’s degree

Tools

MS Office

Databases

Event planning

Job description

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