Program Assistant; CCF

Caring for Colorado’s Program Assistant is an essential member of our Program Team, serving as the first point of contact with grantees and grant seekers and supporting team members through administrative, technical and communication expertise.

Major responsibilities include:

• Database support, including data entry, reporting and quality control
• Internal and external customer support for Caring for Colorado’s on-line grants management system
• Meeting support including logistics (planning, scheduling, set-up, note-taking) and technical support
• Tech support for external communication including website support, newsletter generation, tracking RSVPs for large meetings and webinar support

The Program Assistant will work out of the Denver office. Occasional travel to statewide meetings, or other Caring for Colorado events, may be required.

Administrative Support

• Master-level user of CFC’s grantmaking software program, FLUXX (training to be provided, if needed).
• Supports the Grants Specialist in administering FLUXX including registering organizations and helping partners navigate the portal, troubleshoot problems and complete necessary actions.
• Supports the Grants Specialist in internal report generation.
• Develops workflow documents and spreadsheets to help the Program Team manage multiple projects.
• Supports all Program staff with scheduling, meeting planning, logistics, travel, expense management and materials management (printing, copying, etc.).
• Provides internal technology support, including support for ZOOM meetings, webinars, use of LCD projectors and tele-conferencing/video equipment, and other software programs, as needed.
• Prepares advanced word processing, spreadsheet, and presentation documents as assigned.
• Works to triage foundation inquiries and direct grant seeking phone calls to appropriate Program staff.
• Serve as a back-up to the CFC receptionist and answer/ direct phone calls.
• Other duties as assigned

Communication Support

• Supports the CFC website and implements processes for regular updating (training to be provided, if needed). Serves as a back-up support for the CFC website.
• Implements the Foundation’s social media plan, including seeking monthly content from Program Team.

Technical assistance

• Provides internal technical assistance on use of the organization’s key systems and equipment, such as: FLUXX, VOIP, website, audio visual equipment and internet-based meeting platforms such as ZOOM.
• Provides FLUXX technical assistance to external users.

Teamwork

• Serves as a member of the Program Team, supporting the grantmaking functions and program-related work of the organization.
• Serves as a member of the Operations and Administration Team, supporting high quality operational and administrative services across the entire organization.

To be considered, the candidate must have one of the following:

• Bachelor’s degree plus at least two years of work experience.
• Associate degree plus qualifying work experience of at least four years in a comparable position.
• A high school education plus a career focused on administrative work for at least six years, with increasing responsibility over time, and an emphasis on database and tech support.

This position requires a high level of comfort and knowledge on the use of technology including computers and software, databases, tele-communication equipment and web-based applications. Demonstrated work experience related to these functions is required.

Program Assistant must be able to drive with a valid driver’s license or be able to arrange for other reliable means of transportation.

Knowledge, Skills, Experience and Abilities Sought:

• Proven skill in Microsoft Office applications including Word, Excel, PowerPoint and Outlook.
• Ability to learn and become proficient in grants management software including the ability to support others in the office in the use of this software; generate reports; upload content and trouble shoot problems with grantees.
• Knowledge and ability to learn how to operate office equipment and ability to train others on their use.
• Knowledge and ability to learn how to update websites including uploading material, developing a…