Associate Program Officer

JOB DESCRIPTION

POSITION TITLE:             Associate Program Officer 

REPORTS TO:                  Senior Program Officer – Schools and Community Development

EFFECTIVE DATE:           December 2025

Summary/Objective

The Associate Program Officer is an integral member of the Foundation’s grants team, supporting the mission to enhance the health and wellness of area residents by providing education, funding, and programs that create equitable access and opportunity for all.  

This position helps strengthen how the Foundation documents, organizes, and communicates its programmatic work across the region. The Associate Program Officer coordinates program and collaborative activities, maintains accurate records of initiatives and outcomes, tracks relevant government and public policy developments, and supports data-informed decision-making that strengthens the Foundation’s role as a Community Foundation. The Associate Program Officer also conducts ad hoc research and develops capital and program project concepts, demonstrating the ability to independently assess feasibility, implementation, and budget viability. In addition, the role contributes to written materials that showcase the Foundation’s work through reports, presentations, and select award and conference submissions.

Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Grantmaking and Program Coordination:

• Assist in reviewing, tracking, and monitoring grants, ensuring compliance with Foundation guidelines and alignment to strategic priorities.
• Review grant proposals and prepare summaries, analyses, and recommendations for application review and reporting processes in coordination with program staff.
• Support grantee and collaborative communications, site visits, and report follow-up activities.
• Participate in the development of learning sessions and convenings for grantees and community partners.

Government and Public Policy Coordination

• Track local, regional, and federal government and public policy developments that may influence the Foundation’s focus areas, collaboratives, or grantees.
• Summarize key policy updates and share timely information with program staff and leadership to inform decision-making.
• Coordinate meetings, briefings, or discussions with public officials, policy partners, and community stakeholders to strengthen alignment between Foundation initiatives and broader policy goals.
• Maintain awareness of the external policy landscape to ensure the Foundation’s strategies remain responsive and well-positioned within the community.

Documentation, Data, and Learning:

• Maintain organized records of Foundation initiatives, collaboratives, and strategic projects to ensure accurate documentation of objectives, activities, and results.
• Track key outcomes and produce summary dashboards or reports that help program staff and leadership understand impact over time.
• Capture and update standard operating procedures for recurring initiatives to support efficiency, future delegation, and sustainability.
• Contribute to internal learning and continuous improvement by researching innovative projects and best practices, documenting what works across projects and sharing insights with the grants team.

Administrative and Systems Support:

• Coordinate meeting logistics, scheduling, and agenda materials for collaboratives and committees supported by the Foundation.
• Support the Foundation’s data management system as the primary backup to the Grants Manager, ensuring accurate data entry, tracking, and reporting across all related software platforms, and supporting the implementation of the Foundation’s data management policies and procedures.
• Assist in budget tracking for program initiatives and provide administrative support for contracts and consultants.
• Collaborate with Finance and Communications teams to ensure accurate records and timely internal reporting.

Project Research and Concept Development

• Conduct research and analysis to inform program strategy, including examining community trends, health disparities, impact outcomes, and grantmaking patterns over time.
• Develop and visualize data insights—such as maps, dashboards, or summaries—that illustrate the reach, equity, and effectiveness of the Foundation’s investments.
• Research and conceptualize potential capital or program projects, assess feasibility, alignment with priorities, and budget viability to support future funding decisions.

Communications and Visibility:

• Draft or assist with briefs, summaries, and materials that communicate program impact to internal and external audiences.
• Support the preparation of award and conference submissions that highlight the Foundation’s philanthropic leadership and community impact.
• Contribute to content development for grantee and community meetings in coordination with Communications staff.

Required Skills/Abilities:

• Strong organizational and project coordination skills with attention to detail.
• Demonstrated ability to capture and analyze program data and translate it into clear written summaries.
• Excellent writing and verbal communication skills with the ability to tailor messages for different audiences.
• Comfortable working with databases and basic data visualization tools.
• Capacity to balance multiple priorities and meet deadlines in a dynamic team environment.
• Familiarity with Microsoft 365 and grants management platforms such as AkoyaGo or similar systems.

Competencies 

• Job Knowledge
• Analytical and Problem-Solving Ability
• Documentation and Data Management
• Change Management and Systems Thinking
• Teamwork and Collaboration
• Communication and Customer Service
• Project Coordination
• Support of Diversity and Equity
• Quality and Attention to Detail
• Creativity and Adaptability

Supervisory Responsibility

None

Work Environment

This hybrid position requires a minimum of three days on-site in a professional office environment and permits up to two remote workdays per week. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role; however, some filing may be required. This would require the ability to lift files, open filing cabinets, and bend or stand on a stool as necessary.

Position Type/Expected Hours of Work

This is a full-time, exempt salary position. The position requires a minimum of three days of in-office work and allows for two days’ maximum remote work. Standard schedule is Monday through Friday, 8:00 a.m.–4:30 p.m. Evening or weekend work may be required for community events or meetings.

Travel

Occasional travel for grantee site visits, community meetings, and professional development conferences.

Required Education and Experience

• Associate degree or equivalent experience in non-profit or grant management, public administration, or related field.

Preferred Education and Experience

• Bachelor’s degree in public policy, public health, education, or related discipline.
• Experience in foundation or nonprofit program support and data documentation.
• Understanding government and community systems related to health, education, and economic equity.

Additional Eligibility Qualifications

Proficiency with Microsoft 365, AkoyaGo, Smartsheets, and/or related software preferred.

Salary: $65,000-$70,000; commensurate with experience

Work Authorization/Security Clearance (if applicable)

Must be a citizen or permanent residence of the United States of America

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Foundation-wide specifics

1. Familiar with the Foundation’s mission and vision.
2. Attend regular staff and team meetings.
3. Comply with all Foundation policies and procedures.
4. Demonstrate flexibility in response to changing workload and scheduling.
5. Apply principles of confidentiality to all Foundation matters.