Program Associate, Grants; California Bay Area

Program Associate, Grants (California Bay Area)

Role Summary

As a core member of the Grants team, the Program Associate will support managing the full cycle of CCI’s grantmaking portfolio for creatives, culture bearers, and creative entrepreneurs, ensuring all deadline-driven programs run smoothly and on time. Additionally, the Program Associate will work closely with the Director of Grants to design, implement, and improve evaluation efforts that enhance organizational learning and program outcomes.

As a CCI representative in the field, the Program Associate will build and maintain positive relationships with various stakeholders, including funders, program partners, and grantees.

• Supports the Director in managing priorities and removing obstacles by providing general administrative and operational support, including calendar coordination, scheduling, e-filing, and general assistance across the grant program.
• Assists the Director with programmatic support across the full lifecycle of grant programs, including application screening, funding recommendations, research, and grant administration.
• Ensures stakeholders receive prompt, professional support that strengthens relationships and reflects CCI’s standards of service.
• Ensures that all grant systems data is accurate and complete.
• Designs and generates reports for internal and external stakeholders to support decision-making and program efficiency.
• Assists with program evaluations and implements process improvements to optimize outcomes.
• Authors and updates program procedures to ensure their smooth and consistent operation.
• Enhances program visibility and engagement through the design of promotional materials for social media, website, newsletters, and other media outlets.
• Supports organization-wide responsibilities and projects to advance CCI’s mission.

• Adept at strategically supporting multiple grantmaking priorities with a focus on timeliness and care-centered customer service approaches.
• Proficiency in grants management, CRM, and data systems (Salesforce, Submittable, Sign Request, and Zapier preferred).
• Familiar with project management tools ( or Basecamp preferred).
• Attention to detail and excellent organizational and time-management skills.
• Ability to exercise good judgment, think critically, set priorities, take initiative, and solve problems effectively.
• Ability to work independently or collaboratively, maintain confidentiality, and seek guidance when appropriate.
• Familiar with and able to use social media and digital publishing platforms.
• Ability to create clear and attractive ephemera (such as program guidelines and PowerPoint presentations).
• Ability to contribute to a continuous learning culture through ongoing enhancements to data collection and reporting tools.
• Proficiency in using G Suite (Google Calendar, Docs, Forms) and Microsoft Office Suite, particularly Word, Excel, and PowerPoint, or equivalent software (and preferred, but not required, working knowledge of Canva, HTML, Constant Contact, or Survey Monkey).

• Best practices in grants administration and management.
• Trust-based and participatory processes.
• Passionate and knowledgeable about the statewide and national arts and culture ecosystem, particularly with regard to the economic conditions of creatives and creative entrepreneurs.
• Ethical practices around data collection and management, and the fair and respectful treatment of applicants and grantees.
• Philanthropic grantmaking and funder/grantee relationships management.

• 1-3 years of experience within philanthropy or the arts/culture sector, preferably within a grantmaking context.
• Demonstrated experience managing projects/programs, budgets, work plans, and related data management.
• Experience working with individuals and communities who represent a diverse range of identities and lived experiences.
• Proven ability to work collaboratively and with kindness with diverse internal and external colleagues across varied backgrounds, personalities, and work styles to enhance systems and workflows.
• Experience working in a fast-paced, entrepreneurial environment.

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