Civil legal aid organization is looking for a well-qualified Program Specialist to join their dynamic team
Hours/Schedule: Full-time/Flex, 35 hour work week
Job Type: Direct Hire
Location Requirements: Work will be done remotely, candidates must be local to the WDC area for 2-4 onsite monthly meetings in their Washington, DC office
Rate: 56k , plus excellent benefits
Job Description: The Program Specialist provides support to the Programs team . This position collaborates with program staff, grantees, and consultants to coordinate activities in programs and grants management in an effort to meet objectives and attain organizational goals.
Responsibilities:
Administrative Support
- Assist the Director of Programs with administrative tasks and clerical functions
- Develop and maintain effective storage and filing systems, ensuring data integrity, as well as consistent and accurate record management
- Ensure grant documentation is saved in database(s) and complies with IRS regulations and Foundation requirements
- Manage incoming correspondence including review, transmission, and follow up action
- Schedule, coordinate and participate in meetings, presentations, training sessions and conferences
- Accurately record and produce clear, concise minutes from discussions
- Provide quality control through drafting, proofreading and finalizing various deliverables
- Prepare for the annual audit by compiling required documentation, assisting with on-site requests, and preparing materials for review by the Director of Programs
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Programming and Grant making
- Establish and sustain comprehensive knowledge of the grants management database
- Provide technical and systems support to grantees and programs staff for all program functions, including the Loan Repayment Assistance Program (LRAP)
- Monitor grant proposal status and follow up as needed to ensure efficient, accurate and compliant processing
- Ensure application forms are readily accessible and review application forms for completion
- Communicate award amounts, prepare written communications, generate loan documents, coordinate execution of loan documents and prepare all necessary materials for repayment packets
- Monitor completion and payments, ensuring deliverables are received and follow up as necessary
- Assist in review of grant reports to verify fulfillment of grant agreement terms
- Serve as a resource and liaison through interactions with grantees, vendors and staff to obtain and provide information and required documentation
- Collaborate with Programs staff to perform and share research for program planning
- Assist with the preparation and management of program and budget reports
- Carry out onboarding activities for new consultants, such as setting up access to files and sending the Style Guide, Message Framework, etc.
Qualifications:
- Bachelor’s degree or equivalent combination of education and experience
- Minimum of two years of professional work experience handling duties comparable to those outlined above
- One year of work experience in a nonprofit environment
- Interest in DC civil legal services sector, community, foundation, and grantmaking
- Strong knowledge of administrative practices, with excellent formatting skills
- Excellent written and verbal communication skills with the ability to convey information accurately
- Strong interpersonal and relationship building skills
- Highly organized with exceptional attention to detail and accuracy
- Sound professional judgment and demonstrated professional maturity
- Customer-service oriented and eager to support the Foundation’s Mission and Vision
- Ability to prioritize and adhere to deadlines while being flexible in work assignments
- Ability to work efficiently independently and with a team
- Ability to utilize available tools and resources and ask relevant probing questions
- Ability to produce high-quality deliverables under the guidance of assigned supervisor
- Ability to thrive and adapt to the changing demands of a fast-paced, rapid-growth environment
- Ability to effectively utilize Microsoft Office Suite and Adobe Acrobat
- Ability to develop and configure website materials
- Demonstrated commitment to racial equity and diversity
- Willingness to contribute to a positive work environment
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