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Program Associate, Catholic Sisters (US/Latin America)

Program Associate, Catholic Sisters (US/Latin America)
Application Deadline: 
Sunday, November 3, 2019
Job Description: 

The Program Associate will play a central role in coordinating the Catholic Sisters grantmaking activities with the grants management department, and within the program department. They will provide administrative and programmatic support to the Catholic Sisters US/Latin America team, and act as a liaison between program staff, grantees and other partners as needed.  They will provide support for key operational areas of the team including: payment and report tracking, coordination and documentation of meetings, reviewing project reports including budget and narratives and preparing Project Report Analysis (PRAs) in Giving Data, and helping grantees as needed to reconcile budget reports with approved budgets, and submitting necessary justification. The PA will take a lead role in working with the communications department on behalf of the team, to prepare a quarterly newsletter and post social media updates. This position will also assist the team with general administration functions including planning, designing and implementing meetings and convenings.

This position will be an integral member of the Catholic Sisters Initiative team, working daily with the Sr. Program Officer and Program Officer for the US and Latin America Portfolio, as well as the other members of the Catholic Sisters team. The Program Associate will participate in Initiative-wide and Department-wide activities, meetings, conferences, etc.  They will participate in discussions related to the management of ongoing grants, and will be conversant with the Foundation's vision, mission, principles, and grantmaking guidelines.

Grants Management Support

  • Directly reports to the Senior Program Officer for the US and Latin America on the Catholic Sisters Team
  • Assists the Sr. Program Officer and Program Officer with grant planning and budgeting.
  • Serves as a contact for submission of new concept notes.
  • Works with the Sr. Program Officer and Program Officer for the US and Latin America to review and edit board write-ups and other presentation materials, including memos to the board.
  • Performs program-related research and other projects as needed and assigned.
  • Helps to prepare new grant summaries during the proposal review process. Works with PO and SPO to review and analyze submitted grant proposals.
  • Assists the Sr. Program Officer and Program Officer for the US and Latin America portfolio in grant management, report review and analysis including narrative and budget for budget and coherence, management and rectification of any inconsistencies in reporting, preparation of recommendations for PO/SPO, tracking and preparation of grantee payments documentation
  • Updates and tracks grant-related information in grants management database, including reports and grant payment information.  

Program Liaison

  • Liaise with the grants management department to comply with internal audit and grant tracking procedures and grantmaking processes.
  • Liaise with the grants management department to identify grants that need to be closed and prepare documentation as necessary to ensure closure in a timely manner.
  • Serves as liaison for administrative processing of external vendor agreements (including consultants) for the team, by ensuring compliance with Foundation rules and regulations for vetting, preparing scope of work, contracting and payment processing of invoices.
  • Supports the Sr. Program Officer, Program Officer and grantees with implementation of all Monitoring and Evaluation activities for the Initiative, including the regular collection and uploading of data into Giving Data by grantees
  • Prepares and shares grant-related information and Giving Data reports with MEL partner on a regular basis.

Program Operational Support

  • Provides support to the Sr. Program Officer and Program Officer with scheduling, organizing and documenting meetings
  • Provides support with travel arrangement, appointments (as needed), correspondence, reports and maintenance of information, as needed
  • Assists the Sr. Program Officer and Program Officer in planning an annual convening of grantees, stakeholders and monitoring, evaluation and learning partners (MEL). Leads logistical and administrative support for convenings such as :  selecting hotel options, obtaining quotes and conducting procurement analysis, making reservations for guests, negotiating contracts for transport, setting up database for RSVPs, coordinating payments for vendors, preparing communications for attendees, etc...)
  • Coordinates, prepares agenda, and ensures documentation of Catholic Sisters team-related events such as internal and external meetings, conferences and presentations.


  • Supports the [Sr. Program Officer/Program Officer] and Communications team members with the development of program communication strategy and priorities.
  • Takes the lead on developing the outline, collecting inputs and writing the quarterly newsletter for the Catholic Sisters team
  • Assists in the development of online communication materials and activities – e.g. blogs, tweets, articles, reports, etc.
  • Collaborates with communications team to distribute communication materials to appropriate audiences
  • Maintains team contacts and email lists.

Education / Training


  • Bachelor’s Degree in International Studies, Public Health, Public Policy or related field


  • Master’s Degree in Public Health, Public Policy or related field.

Experience/Technical Skills


  • Minimum of 2 years of relevant work experience, preferably in the nonprofit sector.
  • Excellent writing skills and the critical thinking skills to analyze and summarize reports.
  • Strong oral communication and relationship-building skills; interacts with others in a professional and diplomatic way.
  • Solid organizational skills, able to effectively manage and prioritize work-flow to meet deadlines and is highly attentive to detail.
  • Works well independently and collaboratively within a team and demonstrates a high degree of initiative, resourcefulness and flexibility to meet needs of the role.
  • Ability to continually seek information and look for new approaches to processes and practices.
  • Excellent computer skills to include Microsoft Office and database experience.


  • An understanding of grantmaking and the nonprofit sector are highly desired.
  • Knowledge of grants management software a plus.


  • Communicates effectively
  • Interpersonal savvy
  • Optimizes work processes
  • Situational adaptability
  • Action oriented

In addition to the role specific competencies listed above, our Core Competencies are just as important as they identify the key values and strengths shared by everyone at the Foundation, regardless of the job they perform:   Drives Vision and Purpose, Collaborates, Instills Trust, Global Perspective and Strategic Mindset

The Conrad N. Hilton Foundation is an equal opportunity employer and we seek candidates from all backgrounds and experiences.