Prize and Grant Associate

Prize and Grant Associate

The Vilcek Foundation is seeking a Prize and Grant Associate who will play a key role in ensuring streamlined implementation of program initiatives and administrative processes. The Prize and Grant Associate is a newly created role designed to support the growing needs of the program operations in Prizes and Grants. Work is performed under the supervision and direction of the Chief Programs Officer and in close collaboration with the Program Officer and Grants Officer.

Reports to: Chief Programs Officer

FLSA Status: Exempt

About the Vilcek Foundation

What We Do

The Vilcek Foundation raises awareness of immigrant contributions in the United States and fosters appreciation of the arts and sciences.

Who We Are

The foundation was established in 2000 by Jan and Marica Vilcek, immigrants from the former Czechoslovakia. Our mission was inspired by the couple's respective careers in biomedical science and art history, as well as their personal experiences and appreciation for the opportunities offered to them as newcomers to the United States.

Responsibilities

Prize and Grant Administration:

• Partner with the Program and Grants Officers to develop and review program applications, guidelines, workflows, and timelines.
• Coordinate meetings, interviews, and other appointments, preparing materials and minutes as needed, and attend when required.
• Conduct research and develop resources to support program development and evaluation.
• Coordinate and deliver program-related events and awards production.
• Respond to prize and grant applicant inquiries, provide guidance, and facilitate reference checks.
• Track program budgets, prepare payment requests, and maintain accurate financial and program records.
• Assist in general operation during high-volume cycles, supporting cross-team collaboration and workload balance.

Data and Process Management:

• Collaborate with IT and program staff to design and improve online application forms, workflows, and reviewer tools.
• Update and maintain application status and program contact information (prizewinners, grantees, consultants, jury members) in Salesforce. Regularly review records to identify and resolve discrepancies, add new contacts, and track participation history.
• Generate dashboards, analytics, and summaries to track application metrics, funding distribution, and program outcomes.
• Document workflows, procedures, and best practices to support improvement across all prize and grant programs.

Other General Responsibilities:

• All staff members are expected to provide general support to the President as needed.
• All staff members are expected to ensure that all forms of communication are handled in a professional and accurate manner.
• All staff members are expected to perform additional duties as assigned.

Minimum Qualifications:

• Bachelor's degree required.
• 3-5 years of relevant experience in programmatic administration, including grant lifecycle logic.
• Extensive hands-on experience with Salesforce or similar CRM/database systems.

Preferred Qualifications:

• Experience working in an arts or cultural nonprofit organization.
• Strong understanding of grantmaking processes and best practices.
• Hands-on experience in developing applications and coordinating review processes.

Knowledge & Skills:

• Strong planning, problem-solving, and time management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail, including copyediting documents for clarity, grammar, and consistency.
• Collaborative team player who fosters a positive and supportive work environment.
• Ability to analyze information and identify process improvements.
• Professional discretion and judgment in handling sensitive information.

Physical Requirements

This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with staff, access files, office equipment, and professionally hold and condition-report physical prize trophies. The Vilcek Foundation is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the foundation will ensure that persons with disabilities are provided reasonable accommodations.

Our Benefits

• Dental & Vision Reimbursement Plan
• Flexible Spending Account
• Tuition & Student Loan Reimbursement
• 401k and Employer Match
• Generous Vacation
• Life Insurance
• Paid Holidays
• Employer paid health insurance
• Professional Development

How to apply

Please email your cover letter and resume as a single PDF to programs@vilcek.org.

The Vilcek Foundation is an equal opportunity employer. In accordance with anti-discrimination law, it is the purpose of this policy to effectuate these principles and mandates. The Vilcek Foundation prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, sex, religion, national origin, age, sexual orientation, physical ability and neurodiversity status, ethnicity, gender identity or expression, marital status, pregnancy/parenthood/familial status, domestic partnership status, genetic predisposition or carrier status, military status or any other characteristic protected by law. The foundation conforms to the spirit as well as to the letter of all applicable laws and regulations.

Our Benefits

• Dental & Vision Reimbursement Plan
• Flexible Spending Account
• Tuition & Student Loan Reimbursement
• 401k and Employer Match
• Generous Vacation
• Life Insurance
• Paid Holidays
• Employer paid health insurance
• Professional Development