Health Program Team Assistant

About the Foundation

The Kresge Foundation is one of the top 20 private philanthropic foundations in the United States and the only one focused exclusively on expanding opportunities for people with low income in American cities. With an endowment of approximately $4 billion and a staff of over 100 employees, the foundation deploys grants and social investments across arts and culture, education, environment, health, human services and community development. The foundation's state-of-the-art headquarters maintains an array of energy-efficient, water-conserving and health-promoting systems. The foundation also operates an office in Detroit's Midtown district.

About the position

The Program Team Assistant provides administrative and project-based support essential to the Managing Director, Program Officers, and other team members as assigned. This position requires highly professional, customer-service focused interaction (orally and in writing) with grantees, consultants, the public, and other staff within the Foundation. The position requires a commitment to the Foundation's vision and values demonstrated in their daily interactions. As an integral team member, the position requires active engagement and support of the team's focus areas and strategy implementation activities.

Primary responsibilities

• Manages calendar for Managing Director and other team members, as assigned. Handles e-mail and telephone communications and follows up on administrative inquiries and issues.

• Schedules and organizes internal and external meetings and convenings as directed. Secures appropriate meeting venue and coordinates technology requirements, meal arrangements, invitations and attend meetings, as required, to provide administrative support.

• Requires some off-site work and light travel for the purpose of meeting preparations.

• Coordinates business travel, airfare bookings, accommodation arrangements, car services, and Outlook itineraries for the Managing Director and other team members as assigned.

• Assists Managing Director with administrative budget tracking. Researches, assembles, and tracks various team-related information and data accurately. Provides budget projections for mid-year review and annual budget preparation.

• Supports various aspects of the grant submission process as assigned. Responds to and also distributes initial general grant inquiries to assigned team members.

• Coordinates administrative activities with external consultants who are engaged to support the team's programmatic work.

• Prepares the internal forms for contracts with vendors and consultants, routes the forms for approval, and distributes the executed documents to the appropriate consultants and Finance. Maintains file of current consultants for the team.

• Processes department invoices and resolves discrepancies with Finance.

• Prepares expense reports for Managing Director, and other team members as needed, and resolves discrepancies with Finance.

• Prepares correspondence and manages up-to-date grantee and partner contacts and distribution lists.

• Serves as a first point of contact to internal stakeholders relating to documents and information for the team.

• Represents the foundation (orally and in writing) in a highly professional and customer service focused manner.

• Prepares mailings and shipments of materials; opens and distributes department mail.

• Performs effective filing and document management. Manages team files and permissions in the Box application.

• Liaises with other Program Team Assistants and the Executive Office in support of team activities.

• Performs other duties as assigned.

Qualifications

• High school diploma or Associate degree, including course work in business communications, office and project management, or related areas.

• Three years of professional administrative office experience, preferably working in public health and/or healthcare sector.

• Operates with excitement, enthusiasm, and a clear appreciation of the importance of the role of a program team assistant in contributing to the overall success of the team, strategy advancement, and the Foundation.

• Commitment to ongoing individual development focused on implicit bias and understanding the historical implications of institutional and structural racism.

• Strong interpersonal and communication skills necessary to interact as a team member and with Foundation colleagues.

• Proven experience with advanced Microsoft Word, Microsoft Excel, PowerPoint, Outlook, and other software is essential to accomplishing the work of this position.

• Proven experience and skill with calendar management, travel arrangements, and proofreading.

• The proven ability to maintain confidentiality and practice discretion.

• Strong commitment to the foundation's vision and values with the ability to demonstrate that commitment in daily interactions.

• Demonstrated ability to be proactive and self-directed.

• Ability to apply high attention to details.

• Demonstrated sound judgment in decision making.

• Demonstrated ability to produce high-quality work.

• Displays a consistently collaborative and cooperative work style.

This position is full-time. The starting salary for this position begins at $60,272.00 per year. Individual offers will be based on the candidate's years of experience and our practice of upholding salary equity within the foundation.

The application deadline for this position is Midnight EST on April 25, 2024. Please attach a cover letter for consideration for this position. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

This position is located in Troy, Michigan and currently has a hybrid schedule. Tuesday and Wednesday are the standard in-office days, however, there may be times when you will have to adjust the days based on work needs.

This position requires occasional travel for foundation activities, events and professional development activities.

Some of the benefits include:

• Health, dental, vision and life insurance

• Paid time off

• Half day Fridays

• 401k and 401k matching

• Tuition reimbursement

• Life, accident and disability insurance

Kresge is proud to be an Equal Employment Opportunity employer and strongly encourages applications from people of color, persons with disabilities, women, and LGBTQ+ applicants. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability or other applicable legally protected characteristics.

The Kresge Foundation participates in E-Verify to confirm authorization to work in the United States. For more information on E-Verify and to know your rights please click here.