The John D. and Catherine T. MacArthur Foundation is one of the nation's largest independent foundations. The Foundation supports creative people, effective institutions, and influential networks building a more just, verdant, and peaceful world. MacArthur is placing a few big bets that truly significant progress is possible on some of the world’s most pressing social challenges, including advancing global climate solutions, promoting local justice reform in the U.S., and reducing corruption in Africa’s most populous country, Nigeria. In addition to the MacArthur Fellows Program and the global 100&Change competition, the Foundation continues its historic commitments to the role of journalism in a responsible and responsive democracy, as well as the vitality of our headquarters city, Chicago. Organizations supported by the Foundation work in about 50 countries. In addition to Chicago, MacArthur has offices in India and Nigeria. For more information, please visit our website at www.macfound.org.
The Foundation is beginning to explore new areas of work (the “what” of grantmaking); the New Work Exploration team is responsible for managing the process of researching, developing, and proposing potential new areas of grantmaking to Foundation leadership and the Board. It also identifies and amplifies innovative or enhanced modes of work (the “how” of grantmaking) for the Foundation.
The Program Management Associate provides high-level support to the Managing Director, Discovery, Exploration, and Programs as they implement and develop strategies to ensure that efficient and effective program related systems, processes, and practices are in place to support the goals and objectives of the Foundation. They coordinate closely with the other Program Management Associate who supports the other Managing Director of Programs, and together they support greater coordination among programs and across departments.
Essential Duties and Responsibilities:
Administrative
- Provides high-level executive support to the Managing Director, including scheduling meetings, greeting visitors, serving as point of contact for communications and correspondence, managing the Managing Director’s calendar and expense reports, coordinating international and domestic travel, and supporting the Managing Director’s participation in field-wide initiatives.
- Consolidates and distributes information from the Managing Director and other teams including generating agendas and meeting materials and recording meeting notes, particularly with regard to cross-Foundation working groups and task forces.
- Organizes and coordinates complex meetings (i.e. Team Leaders meetings, Discourse Sessions, etc.), and provides tech support (Zoom, Microsoft Teams, etc.).
- Manages deadlines and resolves “to-do” and “follow-up” items in a timely fashion.
- Manages resources and administrative processes to ensure that program goals and objectives are achieved.
Foundation-Wide Program Management
- In coordination with the two Managing Directors of Programs, manage workflow of annual budget process for programs teams, including development and alignment of grants and administrative budgets.
- Assists in managing the grant approval process by tracking deadlines and the number of briefs moving through the workflow process, creating filter cards and dashboards, proofreading and editing briefs.
- Attends internal advisory meetings and liaises with grants management.
- Tracks grants budgets, monitoring reports and scheduled grantee payments for Managing Director approval.
- Partners with the other Program Management Associate on preparation of quarterly Board book materials, such as compiling grant briefs, strategy statements, and resolutions, and ensuring that all materials are standardized and reflect final edits.
- Other duties and responsibilities, as assigned.
- Must be willing to travel occasionally.
Qualifications:
- Bachelor’s degree or equivalent with at least six years of experience in supporting high-level executives.
- Able to execute complex projects with a strong attention to detail and to manage multiple projects and tasks and meet deadlines.
- Excellent writing, editing, and organizational skills.
- Strongly proficient in working in Microsoft Office (Word, Excel, PowerPoint and Outlook), and willing to learn various technology programs.
- Diplomatic, flexible, and discrete with confidential information.
- Anticipates, takes initiative, and adapts to changing environments and priorities.
- Maintains knowledge on all organizational policies and procedures and stays informed on the activities and achievements of the Foundation.
- Self-confident, has strong diplomatic skills and a collegial approach to work, and demonstrates high professional standards and good judgment.
Annual salary for this role will start at $81,200.
The position is hybrid and based in Chicago, Illinois.
Physical Requirements and Work Environment
The work environment is an office setting. Intermittent physical activities will include bending, reaching, sitting, and moving around the office during working hours. Reasonable accommodations may be made to enable a person with physical disabilities to perform the job.
