Program Assistant

Washington Square Health Foundation has an immediate opening for a Program Assistant.

The Program Assistant provides both administrative and programmatic support to the Executive Director. This role serves as a key point of contact for the public, vendors, grantees, and reports directly to the Executive Director.

Qualifications

• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Familiarity with the nonprofit sector, particularly the Chicagoland healthcare landscape, is preferred
• Experience with Blackbaud or other grant management database systems is a plus
• Bachelor’s degree (BA) or equivalent relevant experience
• Minimum of one year of related professional experience

Compensation and Benefits

• Competitive salary
• Health insurance
• 403(b) retirement plan

Key Responsibilities

Under the supervision of the Executive Director, the Program Assistant will:

• Maintain office and grant files, including digital databases and document retention systems, ensuring accurate and timely retrieval of records
• Respond to general phone and email inquiries
• Manage office and Executive Director calendars
• Prepare checks for signature, track bank balances, and generate financial reports
• Conduct initial review of invoices for payment
• Monitor and manage incoming communications (email, phone, and mail)
• Maintain and update the Foundation’s website
• Prepare materials for Board and committee meetings
• Represent the Foundation at designated professional meetings
• Prepare and manage grant documentation, including tracking submissions and disbursements
• Respond to initial grant inquiries and escalate complex requests as needed
• Manage a portfolio of grant applications, including evaluation, site visits, and funding recommendations
• Handle confidential information with discretion
• Perform additional duties as assigned by the Executive Director