Program Support Specialist

For Others Collective; Franklin (TN); Hybrid; USD 70,000 - 100,000; Full time

Job summary

For Others Collective is seeking an administrative engine to support the EVP of Strategic Partnerships and the Program Manager in Franklin, Tennessee. This execution-focused role coordinates grant paperwork, CRM data entry and hygiene, calendars, travel logistics, meeting preparation, and note capture to keep the team aligned and compliant.

Responsibilities emphasize accuracy, timeliness, and proactive follow-through, with no direct reports.

Qualifications

• Bachelor’s degree preferred; equivalent administrative experience will be considered.
• 3+ years in administrative, executive assistant, grants administration, or program support role.
• Experience in child welfare, foster care, or family-serving organizations is preferred, but not required.
• Demonstrated experience managing complex calendars for more than one leader at a time.
• Hands-on experience with grant paperwork, compliance tracking, or contract administration.
• Strong CRM or database experience with a track record of clean, reliable data. Blackbaud Raiser’s Edge NXT or a comparable platform is a plus.
• Advanced Microsoft 365 skills — Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Excellent written and verbal communication, including the confidence to follow up with senior leaders and external partners.
• Exceptional attention to detail and accuracy while working against deadlines.
• The ability to carry many small tasks at once without losing any of them.
• Discretion and sound judgment with confidential information.

Responsibilities

• Draft and prepare grant agreements, and award documentation for partners, working from direction set by the Program Manager and EVP.
• Facilitate new partner meetings to ensure partners are aware of reporting requirements.
• Maintain the grant tracking system — deadlines, requirements, reporting dates, payment status, and budget notes — as the single source of truth.
• Monitor reporting requirements and follow up with partners so submissions arrive complete and on time.
• Route grant paperwork for review, signature, and approval, and confirm each file is complete before close-out.
• Support finance with expense tracking, coding, and reconciliation against the granting budget; flag variances for the Program Manager rather than resolving them independently.
• Assemble compliance documentation and prepare routine review packets for internal stakeholders.
• Own data entry and data hygiene in the CRM: partners, contacts, gifts, grants, and activity history.
• Run scheduled clean-up passes — deduplication, field standardization, and missing-data audits.
• Pull and format standard reports, lists, and exports on request.
• Maintain organized, clearly named files in shared storage with dependable version control.
• Manage the Program Manager’s and the EVP’s calendars: scheduling, rescheduling, holds, buffers, and conflict resolution across time zones.
• Schedule and stage meetings with partners, state agencies, and internal teams: invitations, links, rooms, and materials.
• Prepare agendas in advance, capture accurate notes, and track action items through to closure.
• Handle correspondence and routine follow-up on the team’s behalf.
• Gather and compile background information on states, partners, and organizations as directed — collecting and organizing the material, with interpretation and recommendations owned by the Program Manager and EVP.
• Format documents, briefs, and decks to For Others brand standards.
• Proofread and quality-check materials before they go to leadership, partners, or the public.
• Provide administrative support to team projects, meetings, and events as assigned.
• Work closely with teammates to keep operations seamless and the environment positive.
• Additional tasks as assigned.
• This position reports to the Program Manager, who sets day-to-day priorities and directs the workload. It also provides direct administrative support to the EVP of Strategic Partnerships— calendar, travel, meetings, and correspondence. When those two demands compete, the Program Manager determines the order of work in consultation with the EVP. This role has no direct reports.
• Bachelor’s degree preferred; equivalent administrative experience will be considered.
• 3+ years in administrative, executive assistant, grants administration, or program support role.
• Experience in or knowledge of child welfare, foster care, or family-serving organizations is preferred, but not required.
• Demonstrated experience managing complex calendars for more than one leader at a time.
• Hands-on experience with grant paperwork, compliance tracking, or contract administration.
• Strong CRM or database experience with a track record of clean, reliable data. Blackbaud Raiser’s Edge NXT or a comparable platform is a plus.
• Advanced Microsoft 365 skills — Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Excellent written and verbal communication, including the confidence to follow up with senior leaders and external partners.
• Exceptional attention to detail and accuracy while working against deadlines.
• The ability to carry many small tasks at once without losing any of them.
• Discretion and sound judgment with confidential information.

Skills

Calendar management

Executive support

Communication

Attention to detail

Discretion

Education

Bachelor’s degree preferred

Administrative experience considered

Tools

CRM systems

Blackbaud Raiser’s Edge

Microsoft 365

Outlook

Excel

Job description

EVP of Strategic Partnerships (administrative)

DIRECT REPORTS

None

TRAVEL

Minimal (under 5%)

ABOUT FOR OTHERS

For Others raises awareness and empowers best-in-class organizations to end the child welfare crisis in America. We partner with donors, nonprofits, businesses, churches, and government agencies to form a Collective that addresses the crisis on every front. Through the power of the Collective, we believe this crisis can end within our lifetime.

Our strategy keeps families together before government intervention is needed, recruits and retains ideal foster families, and empowers communities. Together, we help children and families move from crisis to stability to thriving; before, during and after foster care.

A QUICK ORIENTATION TO OUR LANGUAGE

We use a few terms throughout this description that are specific to how For Others works. Here is what they mean.

The Collective — For Others’ network of donors, nonprofits, businesses, churches, and government agencies, working together so no single group carries the child welfare crisis alone.

Well-Being Support Ecosystem™ (WBSE™) — Our state-by-state model for surrounding vulnerable families with coordinated support, helping them move from crisis to stability to thriving; before, during, and after foster care.

Common Agenda Development Tool™ (CADT™) — Our proprietary diagnostic tool that measures the health of a state’s child welfare ecosystem and surfaces the gaps that need to be closed.

Three Tier Framework — How we organize partner organizations into tiers based on their role and reach within a state’s ecosystem. The Program Manager stewards Tier 2 and Tier 3 partners; this role provides the administrative support that keeps that work documented and on schedule.

The grant cycle — The full path a grant travels: request, routing, approval, agreement, payment, reporting, and close-out. Keeping that path moving on time is central to this role.

CRM — Our system of record for partners, contacts, gifts, grants, and activity history. Its accuracy is this role’s responsibility.

MOU = Memorandum of Understanding, a written agreement defining what a partner will do and how progress is measured.

ABOUT THE ROLE

The Program Support Specialist is the administrative engine behind the Program team.This is an execution role, not a program leadership role.The Program Manager owns 2 of the partner types stewardship and strategy. The EVP owns program strategy, state-level direction with partners, and negotiation. This role makes both of them possible.

The work is detail-heavy and deadline-driven: preparing and routing grant paperwork, tracking compliance requirements and reporting dates, entering and maintaining data in the CRM, managing calendars and travel for the Program Manager and the EVP, staging meetings, capturing notes, and keeping the team’s files organized and current.

Nothing in this role is measured by initiatives launched or partners managed. It is measured by accuracy, timeliness, and follow-through — the discipline of making sure that what was promised actually went out, on time and complete. If you take pride in owning the details that keep a fast-moving team from dropping them, this is your seat.

SCOPE OF THE ROLE

So there is no ambiguity about where this role begins and ends:

THIS ROLE DOES

THIS ROLE DOES NOT

• Prepare, route, and track grant documents, applications, and reporting
• Enter and maintain data in the CRM and shared trackers
• Manage calendars, travel, and meeting logistics for the Program Manager and EVP
• Build agendas, capture notes, and track action items to closure
• Maintain files, records, and document version control
• Gather and organize background information when asked
• Proof, format, and quality-check materials before they leave the team
• Own or lead state initiatives, programs, or partner strategy
• Serve as the relationship owner for any partner organization
• Set granting priorities or approve grant awards
• Represent For Others in partner, donor, or state negotiations
• Interpret CADT™ data or set direction from it

WHAT SUCCESS LOOKS LIKE

In this role, you are succeeding when:

• Grant documents, reports, and deliverables go out complete and on or ahead of deadline — nothing is late, and nothing is missing.
• CRM records are current and clean enough that leadership can trust a report pulled from them without checking behind it.
• The Program Manager’s and EVP’s calendars are accurate, conflict-free, and protected.
• Every meeting has an agenda before it and notes after it, with action items tracked until they are closed.
• Files and records follow one shared standard, and anyone on the team can find the current version in under a minute.
• Requests are acknowledged the same day and completed inside the agreed window.
• Compliance requirements live in one place, and deadlines are flagged early — long before anything is at risk.
• Expense reports, travel, and reimbursements are submitted accurately and on schedule.

WHAT YOU’LL DO

GRANT ADMINISTRATION & COMPLIANCE

• Draft and prepare grant agreements, and award documentation for partners, working from direction set by the Program Manager and EVP.
• Facilitate new partner meetings to ensure partners are aware of reporting requirements.
• Maintain the grant tracking system — deadlines, requirements, reporting dates, payment status, and budget notes — as the single source of truth.
• Monitor reporting requirements and follow up with partners so submissions arrive complete and on time.
• Route grant paperwork for review, signature, and approval, and confirm each file is complete before close-out.
• Support finance with expense tracking, coding, and reconciliation against the granting budget; flag variances for the Program Manager rather than resolving them independently.
• Assemble compliance documentation and prepare routine review packets for internal stakeholders.

DATA ENTRY & RECORDS MANAGEMENT

• Own data entry and data hygiene in the CRM: partners, contacts, gifts, grants, and activity history.
• Run scheduled clean-up passes — deduplication, field standardization, and missing-data audits.
• Pull and format standard reports, lists, and exports on request.
• Maintain organized, clearly named files in shared storage with dependable version control.

CALENDAR & ADMINISTRATIVE SUPPORT

• Manage the Program Manager’s and the EVP’s calendars: scheduling, rescheduling, holds, buffers, and conflict resolution across time zones.
• Schedule and stage meetings with partners, state agencies, and internal teams: invitations, links, rooms, and materials.
• Prepare agendas in advance, capture accurate notes, and track action items through to closure.
• Handle correspondence and routine follow-up on the team’s behalf.

RESEARCH & DOCUMENT SUPPORT

• Gather and compile background information on states, partners, and organizations as directed — collecting and organizing the material, with interpretation and recommendations owned by the Program Manager and EVP.
• Format documents, briefs, and decks to For Others brand standards.
• Proofread and quality-check materials before they go to leadership, partners, or the public.

GENERAL SUPPORT

• Provide administrative support to team projects, meetings, and events as assigned.
• Work closely with teammates to keep operations seamless and the environment positive.
• Additional tasks as assigned.

REPORTING & TEAM

This position reports to the Program Manager, who sets day-to-day priorities and directs the workload. It also provides direct administrative support to the EVP of Strategic Partnerships— calendar, travel, meetings, and correspondence. When those two demands compete, the Program Manager determines the order of work in consultation with the EVP. This role has no direct reports.

• Bachelor’s degree preferred; equivalent administrative experience will be considered.
• 3+ years in an administrative, executive assistant, grants administration, or program support role.
• Experience in or knowledge of child welfare, foster care, or family-serving organizations is preferred, but not required.
• Demonstrated experience managing complex calendars for more than one leader at a time.
• Hands-on experience with grant paperwork, compliance tracking, or contract administration.
• Strong CRM or database experience with a track record of clean, reliable data. Blackbaud Raiser’s Edge NXT or a comparable platform is a plus.
• Advanced Microsoft 365 skills — Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Excellent written and verbal communication, including the confidence to follow up with senior leaders and external partners.
• Exceptional attention to detail and accuracy while working against deadlines.
• The ability to carry many small tasks at once without losing any of them.
• Discretion and sound judgment with confidential information.

WHAT MAKES YOU STAND OUT

You go for it. You follow through on every request, no matter how big or small. You stay composed under pressure and know how to prioritize.

You own it. You see what needs to be done and take action. You bring solutions, look for better ways to do the work, and ask questions to get clarity.

You check it. You review your work again and again, because you know accuracy is everything. You pay close attention to detail in all things.

You organize it. You prioritize well and manage important schedules, records, and communications in an orderly, efficient way.

You pray about it. You know that the right and best path — for you and for For Others — is found only through God’s wisdom and favor.

This role is office- and computer-based in Franklin, Tennessee, on a hybrid schedule of three days in the office and two days remote each week, with minimal travel. The work involves extended periods at a desk and on a computer, occasional stooping, bending, and reaching for files or supplies, and lifting of up to 30 pounds on occasion. It requires manual dexterity to operate a keyboard, computer, phone, and standard office equipment; vision correctable to 20/20; and hearing in the normal range for phone conversations. As with any role supporting statewide change, the pace can be demanding and deadlines can run concurrently.