PROGRAM OPERATIONS ASSOCIATE - GLOBAL INITIATIVES

Phaxis; New York (NY); Hybrid; USD 51,000 - 59,000; Part time

Job summary

Phaxis is seeking a Program Operations Associate for Global Initiatives in New York City on a hybrid contract basis. The role acts as the operational glue across grants, contracts, reporting, events, and stakeholder coordination.

The ideal candidate will be a strong writer and researcher with exceptional project coordination skills, capable of managing multiple priorities while supporting senior leaders. Hourly rate ranges from $37 to $43, depending on experience.

Qualifications

• Bachelor’s degree and 3+ years of relevant experience.
• Grant or contract administration experience, nonprofit setting preferred.
• Excellent writing, editing, research, and organizational skills.
• Strong attention to detail with ability to manage multiple workstreams.
• Advanced Microsoft 365 skills: Excel, PowerPoint, Word, Teams, SharePoint.
• Experience coordinating events or multi-stakeholder projects; international exposure a plus.

Responsibilities

• Coordinate grants, contracts, vendor agreements and related docs.
• Track deliverables, deadlines, budgets, and follow-ups.
• Maintain program records, databases, SharePoint, and trackers.
• Prepare reports, briefing materials, presentations, and meeting materials.
• Conduct research and synthesize complex information into clear, concise summaries.
• Coordinate stakeholder communications and track commitments through completion.
• Support high-level meetings, workshops, and international convenings, including logistics.
• Partner with Legal, Finance, Communications, and Grants Management teams.

Skills

Writing skills

Research

Project coordination

Microsoft 365 proficiency

CRM/Database systems

Attention to detail

Stellar communication

Education

Bachelor's degree

Tools

Excel

PowerPoint

Word

Teams

SharePoint

Salesforce

Job description

PROGRAM OPERATIONS ASSOCIATE - GLOBAL INITIATIVES

NYC | Hybrid | Contract

Are you a highly organized, detail-driven professional who loves keeping complex projects moving? We’re looking for a Program Associate to join a dynamic global nonprofit team and serve as the operational “glue” across grants, contracts, reporting, events, and stakeholder coordination.

This is an ideal opportunity for someone who is a strong writer, sharp researcher, and exceptional project coordinator who can manage multiple priorities while supporting senior-level professionals. Hourly rate is $37-43/hour, based on experience.

What You’ll Do:

• Coordinate grants, contracts, vendor agreements, and related documentation
• Track deliverables, deadlines, milestones, budgets, and follow-up items
• Maintain program records, databases, SharePoint, and project trackers
• Prepare reports, briefing materials, presentations, one-pagers, and meeting materials
• Conduct research and synthesize complex information into clear, concise summaries
• Coordinate stakeholder communications and track commitments through completion
• Support high-level meetings, workshops, and international convenings, including logistics and materials
• Partner with Legal, Finance, Communications, and Grants Management teams

What We’re Looking For:

• Bachelor’s degree and 3+ years of relevant experience
• Experience with grant or contract administration, ideally within a nonprofit, foundation, international development, or similar environment
• Excellent writing, editing, research, and organizational skills
• Strong attention to detail with the ability to manage multiple workstreams simultaneously
• Advanced Microsoft 365 skills, particularly Excel, PowerPoint, Word, Teams, and SharePoint
• Experience with Salesforce or similar CRM/database systems
• Comfortable supporting senior leaders and working with internal and external stakeholders
• Strong judgment, discretion, follow-through, and a proactive “I’ll take care of it” attitude
• Experience coordinating events, convenings, or multi-stakeholder projects is a plus
• International or cross-cultural experience is highly desirable