Program Coordinator, Energy and Environment

Alfred P. Sloan Foundation

The Alfred P. Sloan Foundation is a philanthropic, not-for-profit grantmaking institution based in New York City. Established in 1934 by Alfred Pritchard Sloan Jr., then-President and Chief Executive Officer of General Motors, the Foundation makes grants in three broad areas: direct support of research in science, technology, engineering, mathematics, and economics; initiatives to increase access and opportunity in graduate science education; projects to develop or leverage technology to empower research; and efforts to enhance and deepen public engagement with science and scientists.

Position Overview

The Program Coordinator provides operational and administrative support for all grants related to the Energy and Environment program, along with other grants, activities, and initiatives undertaken by a Program Director. This includes coordinating the logistics of the grant process, from initial inquiries to proposal review to final reporting, managing the details of open calls, and ensuring grant reports are submitted in a timely manner. This position involves a high volume of nuanced communication and engagement with multiple stakeholders, proposers, and grantees across every step of the process. This position requires high-level attention to detail, operating under tight deadlines with accuracy, and rapidly managing programmatic needs. Meeting all deadlines and working quickly and efficiently is critical to the success of the person in this position. This position handles ongoing administrative support for a Program Director as needed, and this position also coordinates occasional activities including advisory board meetings, internal seminar visits, and external events, where appropriate.

The person who will fill this role will be expected to work in the office Tuesday – Thursday and may work remotely on Mondays and Fridays, except when job related commitments require the person to be in the office.

The Foundation offers a generous benefits package. The salary range for this position is $85,000 - $93,000.

No visa sponsorship will be provided for this position.

Duties and Responsibilities

Responsibilities may include, but will not be limited to the following:

GRANTS MANAGEMENT

• Track the progress of proposals from initial processing through proposal review to final reporting.
• Communicate directly with existing and prospective grantees, proposal reviewers, university offices, and others to answer questions, clarify priorities and procedures, track the submission of materials, maintain the accuracy of data, and ensure completeness of proposal and grant documents.
• Assist Program Director and Program Associate with organizing, coordinating, and producing proposal materials, ensuring completeness and accuracy before distribution
• Review reports from grantees, assist in maintaining program impact tracker, and update grant files in the grants management system
• Manage extensive logistical and operational components of open calls for proposals
• Work with other Foundation departments to ensure timely delivery and processing of grant-related information
• Maintain program inquiries inbox, including tracking and declining inquiries, reviewing inquiries with Program Director and Program Associate on regular basis, and drafting declinations
• Collaborate with colleagues to produce, verify, proof, and track documentation prepared for the Board of Trustees
• Support Program Director on other grantmaking activities in other domains

ADMINISTRATIVE DUTIES

• General office and grant-related work, such as filing, maintaining program records, preparing correspondence, responding to requests for information, handling phone calls, and various other tasks as assigned
• Planning and execution of on- and off-site convenings including advisory committee meetings, workshops, working dinners, and other small events
• Contribute to program budget preparations and tracking spending over time
• Carry out discrete data collection and research projects related to the program and other grantmaking initiatives as needed
• Coordinate and track of items for annual reports, website, program newsletter, and other communication channels
• Collaborate on managing administrative aspects of special projects and initiatives with Program Director and Program Associate
• Ensure timely completion of expense report processing for Program Director, reviewers, vendors, and other consultants

COMMUNICATIONS

• Regularly proofread key program documents and draft correspondence related to all aspects of grantmaking
• Work with the Program Associate to collect content for program newsletter and for other internal and external communication channels
• Work with communications staff to keep website pages current

Qualifications

The ideal candidate would hold a bachelor's degree or higher. Experience with philanthropy, grants administration, or non-profit operations preferred. Experience, interest, and/or prior education in energy systems is preferred and welcome but not required. Required qualifications include:

• 2-4 years administrative work experience
• Ability to work proactively with minimal direct supervision and manage multiple projects, while being a committed team player
• Excellent writing, editing, and oral communication skills
• Ability to read and understand organizational and project budgets
• Ability to assimilate a high volume of detailed information quickly and accurately in a fast-paced environment
• Willingness to work with a broad constituency and on multiple tasks, at times under deadline pressure
• High degree of proficiency with Microsoft Office applications (particularly Excel and Word); Salesforce experience and experience with SM Apply are preferred
• Integrity, intelligence, discretion, flexibility, and sense of humor
• Understanding of and commitment to the goals of the program and the Foundation
• Demonstrate tact and sensitivity in key proposer and grantee interactions
• Capable of meeting strict deadlines and handling a large number of detailed tasks independently