Defending Inclusive Democracy Program Associate

Job description

Position Summary The Program Associate serves as a key programmatic and administrative partner supporting the Foundation’s Defending Inclusive Democracy portfolio. Working closely with the Senior Program Officer, the Program Associate helps advance a diverse portfolio of initiatives by providing project management, program coordination, systems management, and administrative support. This role plays a critical part in operationalizing strategic priorities into effective execution. The Program Associate manages project workflows, tracks commitments and deliverables, coordinates activities among internal and external stakeholders, maintains project management and relationship management systems (CRM), and supports successful implementation of the portfolio of initiatives in the focus area. The Program Associate is highly organized, self-directed, and capable of working independently with minimal supervision. The role requires strong project management skills, sound judgement, intellectual curiosity, cultural competence, and the ability to engage effectively with scholars, policy experts, faith leaders, institutional partners, and other collaborators working to strengthen democratic institutions and practices. Key Responsibilities Program Coordination & Project Management Coordinate and support the planning and implementation of initiatives within the Defending Inclusive Democracy portfolio Develop, maintain, and monitor project plans, timelines, deliverables, and milestones across multiple concurrent initiatives Track action items, commitments, deadlines, and follow-up activities to ensure timely execution of program priorities Monitor project progress and proactively identify risks, challenges, and opportunities for improvement. Assist in the development of annual workplans Coordinate activities among internal staff, consultants, and external collaborators Programmatic Support Serve as a thought partner to the Senior Program Officer by helping organize, synthesize, and manage information related to focus area priorities and initiatives Prepare briefing materials, presentations, reports, summaries, and other program-related documents Conduct information gathering and background research to support program activities and planning efforts Support the development and coordination of new initiatives and emerging areas of work Attend meetings and convenings as needed, documenting key decisions, action items, and next steps Track emerging opportunities, issues, and priorities requiring follow-up Systems & Information Management Maintain project management systems and workflows utilizing Ensure project information timelines, and deliverables, and stakeholder activities are accurately documented and maintained Manage ad update CRM records to ensure accurate tracking of stakeholder engagement and portfolio activities Generate reports, status updates, and tracking tools to support program planning and decision-making Identify opportunities to improve workflows, project tracking systems, and information management practices Support the development and implementation of consistent program management processes Administrative & Operational Support Coordinate meetings, schedules, travel arrangements, and related logistics Support the contract administration process, including tracking approvals, deliverables, reports, and payment status Assist with budget monitoring and expenditure tracking Coordinate preparation and distribution of meeting materials and communications Maintain organized program files and records Support special projects and other duties as assigned Required Qualifications Education & Experience Bachelor’s degree required, advanced degree preferred Three to five years experience in program coordination, project management, nonprofit administration, higher education, philanthropy, public policy, or a related field required Demonstrated experience drafting, analyzing, and communicating complex policy content effectively Experience managing multiple projects and priorities simultaneously Experience working with and/or other project management/CRM platforms ( preferred) Knowledge, Skill, & Abilities Demonstrated project management skills with the ability to coordinate multiple initiatives Demonstrated experience using or similar project management software Experience maintaining CRM databases and stakeholder records Strong organizational skills and attention to detail Excellent written and verbal communication skills Strong analytical, problem-solving, and critical thinking abilities Ability to develop, improve, and maintain systems and processes Ability to work independently and exercise sound judgement with minimal supervision Excellent proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook Ability to manage sensitive and confidential information appropriately Ability to build and maintain productive working relationships with diverse stakeholders Physical Demands Ability to work at a computer for extended periods Ability to travel for meetings, convenings, and Foundation activities Ability to lift and carry up to 25lbs Ability to work occasional evenings or flexible hours in support of program activities or events