Program Assistant

Ford Foundation
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    Aug 08

Position description

nstructions for Internal Applicants:

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Instructions for Applicants:

Please read the following carefully before beginning the online application process.


If you are just joining our Talent Pool, please disregard the instructions for applicants below.


To be considered for employment at Ford Foundation, please complete our online employment application. Your application and all required attachments must be submitted for each individual job post for which you are interested in applying. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.


The Gender, Racial, and Ethnic Justice (GREJ) team is looking for a Program Assistant to join their team! In the US, the GREJ team focuses on challenging the connected issues of mass incarceration, the demonization of immigrants and migrants, and the attack on women’s fundamental rights. Our work focuses on countering abuses of power and reimagining the state’s role in protecting the safety and dignity of all people—and engaging state authorities as partners in that process.


For this position, the Program Assistant will be supporting two Program Officers who work on issues related to reproductive and gender justice and mass incarceration reform. The primary role of the Program Assistant will be to assist and manage the Program Officers calendar of appointments, meetings, work-related travel and process expense reports. Additionally, the Program Assistant will help support various activities for the Program Officer(s) like event coordination, manage logistics of convenings and meetings and manage communications and followup. They will also help to manage the various workflows of program staff and of the program team more generally. 


The ideal candidate will be detail-oriented, organized, flexible and able to remain calm while managing competing priorities. They should feel comfortable collaborating with people of all levels and backgrounds.


This position is an excellent opportunity for someone eager to learn from a collaborative and inclusive team on issues relating to mass incarceration reform and reproductive and gender justice.


Job Responsibilities


Workflow and Administration:

  • Assist with Program Officers’ calendar of appointments and work-related travel, including processing expense reports and assisting in meeting management
  • Assist Program Officers in responding to requests for information or other documentation from various departments of the Foundation and from others outside of the Foundation
  • Support document management and storage in institutional document repositories
  • Manage some communication with internal collaborators, external partner organizations, and grantees. This may include phone calls, emails and/or in-person meetings under the guidance of Program Officers
  • Plan and coordinate events for Ford staff and grantees, including travel arrangements and administrative logistics
  • Provide additional administrative support as needed to program staff on the GREJ team including, but not limited to contract management, organizing information and data entry


Grant-Related Responsibilities:

  • Request administrative and support information relative to grantee proposals and grant action
  • Establish and maintain appropriate files, including virtual grant file records.  This includes uploading files into the grant database (Fluxx)
  • Submit and track Global Travel and Learning Fund requests
  • Maintain grantee contact information
  • Assist with grant-related inquiries, coordinating responses, and maintain correspondence control records


  • BA/BS plus a minimum of 1-2 years of relevant office experience or equivalent work experience

  • Highly functioning administrator who is proactive and able to self-manage, prioritize work assignments, problem solve, manage multiple deadlines, and represent the unit and the Foundation in any given environment
  • A team player with an ability to work in diverse teams with accountability and responsibility
  • Ability to contribute to a positive, productive, open and supportive environment that motivates everyone to perform at their best
  • Excellent oral and written communications skills
  • Ability to manage communications tactfully and professionally with high attention to detail and accuracy
  • Detailed knowledge of and demonstrated proficiency in the use of Microsoft Office and Google applications, including Microsoft Outlook, Word, Excel, PowerPoint and Google Drive, Sheets, Docs, Slides

Preferred Qualifications

  • Demonstrated commitment to social justice and interest in and knowledge of mass incarceration reform and reproductive and gender justice
  • We encourage individuals with either lived personal or family experiences of incarceration through the criminal justice system, immigrant detention or deportation, as well as DACA recipients, to apply.

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 internal staff, access files, office machinery and a copy machine/printer.

Alignment to Culture and Values

  • Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency
  • Personal qualities of humility, capacity for self-reflection, and a sense of humor
  • Discretion and ability to handle confidential issues
  • Action-orientated and entrepreneurial self-starter who can work well independently and in teams


  • Tuition Reimbursement
  • Three weeks’ paid vacation in first year of work; four weeks in subsequent years
  • Office closed the week between Christmas and New Year’s Day
  • Medical and dental benefits for employee and immediate family on first day of work
  • Professional development initiatives for growth
  • Retirement savings account with matching company contributions of up to 13%
  • Generous parental leave (maternal and paternal) during new child’s first year (born into family or adopted)
  • Subsidized lunch in on-site cafeteria

Salary:  Salary is based on experience and on the Foundation’s commitment to internal equity.  A generous benefits package is provided.

Application instructions

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