Program Associate

Job Type

Full Time


Details: ACLS provides a competitive package of salary and benefits, including health insurance, vacation, and 403(b) retirement benefits.



Start Date:



633 3rd Avenue
New York
New York
United States


Job Title: Program Associate, Office of Fellowship and Public Programs

Location of position: New York City

Reports to: Director of fellowship programs and director of public programs

ACLS Mission and Overview: The American Council of Learned Societies (ACLS), a private, nonprofit federation of 75 national scholarly organizations, is the preeminent representative of American scholarship in the humanities and related social sciences. Since our founding in 1919, ACLS has worked to advance humanistic studies by awarding fellowships and strengthening relations among learned societies. Other activities include support for scholarly conferences, reference works, and scholarly communication. ACLS currently has a staff of 27, all of whom work out of our office in New York City.

Overview of Department: The Office of Fellowship and Public Programs develops, administers, and evaluates innovative programs that support humanities research and broaden the relationship of humanities scholarship to society. These efforts include managing 12 different fellowship and grant programs that fund research by humanities scholars—college and university faculty and graduate students, as well as independent scholars—who work in various fields of study and employ a range of research methods. Our portfolio of programs is dynamic and evolves regularly, in response to changes in the humanities and higher education more generally. Fellows and grantees in all programs are selected through a rigorous peer review process. The program associate joins the director of fellowship programs, the director of public programs, two program officers, another program associate, a manager, and an administrative assistant to support these programs. In the 2017-18 season, the fellowship and public programs division made over 270 awards totaling over $20 million, selected from over 2800 applications, and drawing on over 500 peer reviewers.

Job Summary: The program associate assists with all aspects of program administration. This role supports the team in the day-to-day operations of fellowship and grant competitions, the maintenance and analysis of information and data on current and past programs, the organization of events and outreach connected with these programs, and the research and development of new programming. The program associate is often the first point of contact with applicants to fellowship programs, receives general inquiries, and communicates with current and past fellows and reviewers on a range of subjects.

Responsibilities include but are not limited to:

  • Assist with maintaining the accuracy, functionality, and integrity of program-related database records and ACLS web-based portals, including those associated with applications, fellows, reviewers, and colleges and universities
  • Communicate with applicants, fellows, and reviewers, e.g., to coordinate the provision of feedback on proposals, track reviewer invitations, gather fellows’ reports, and troubleshoot basic technical difficulties with web portals
  • Research and analyze trends, impacts, various statistical data, and other information related to applications, fellowships, and reviewers, from internal records and external sources
  • Draw on internal data and external media sources to inform outreach efforts to ACLS constituencies
  • Produce materials for use during selection panels and workshops, proofread and contribute to the drafting of website materials, and compile information to be included in reports to funders and grant applications
  • Organize logistics for workshops and meetings on- and off-site, and help manage the events
  • Coordinate activities with other ACLS departments as necessary, including collaborating with web and information systems on technical projects and processing some fellowship-related payment requests with finance
  • Carry out administrative duties, including answering general telephone and email inquiries, greeting and directing visitors, and sorting and distributing mail to office 

Desired Qualifications:

  • Bachelor’s degree in a field of the humanities or related social sciences
  • Some experience in an administrative capacity or office environment
  • Excellent written and oral communication skills
  • Keen organizational skills and 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 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 1-2 times a year, and to staff infrequent after-hour and weekend events
  • Eligible to work in the United States

ACLS is an equal opportunity employer. We are committed to creating an inclusive environment for our employees and welcome applications from all individuals, without regard to race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, or military service.  

Professional Level

Entry level

Minimum Education Required

4-year degree

How To Apply