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Program Associate - Education Sector

Program Associate - Education Sector

Hawaii Community FoundationHonolulu, HI, United States
7 days ago
Job type
  • Full-time
Job description

H CF's Collaboration Philosophy

At the Hawai'i Community Foundation (HCF), we believe that an organization's team as a "whole is greater than the sum of its parts" (Aristotle). To us, this means that we are committed to be a collaborative 'ohana (family) that lives and actionizes our mission, respects and cares for each other, and innovates and learns together. We understand that we must rely upon all our individual strengths as we partner to provide excellent value and achieve effective results for our generous donors, community partners, and all of Hawai'i's people.

Position Summary

Like all HCF team members and volunteers, the Program Associate exudes the heart and passion for HCF's mission to inspire the spirit of giving and invest in people and solutions to benefit our community. Specifically, the Program's Associate 's (PA) role is to ensure effective and efficient delivery of services to current clients and supports multiple scholarship, and general education grant programs. The position provides administrative support and coordination of HCF's education and scholarship program as well as serves as the primary customer support contact for these programs.

Essential Position Responsibilities

Key responsibilities fall within primary areas of focus and are as follows :

Customer Service / Community Outreach

  • Delivers excellent customer service to internal and external clients and is the primary manager of the scholarship hotline and email.
  • Effectively work with scholarship recipients to manage scholarship payments and its processes.
  • Establish and maintain effective working relationships with HCF partners, prospective applicants / grantees, existing awardees / grantees, and stakeholders at a variety of levels.
  • Support applicants and recipients to navigate the scholarship online system, and grant seekers and grantees to use the online system.
  • Professionally represent HCF and advertise its scholarship program at various outreaches and community events.

Program Administration & Project Management Support

  • Contribute to the design, implementation and evaluation of new and continuing education and scholarship programs, improving processes and procedures.
  • Assist with development of Funding Opportunities and bids, conduct initial proposal due diligence, input grant proposals, prepare evaluation templates.
  • Conduct proposal reviews, as appropriate.
  • Develop and maintain document files for grant programs to track requirements, final reports, contingencies, payments, and related grant / contract information.
  • Assist with preparation, execution, payments and monitoring of contracts and fees.
  • Assist in preparing reports and project budgets for project leaders and relevant partners.
  • Assist in the management of communication and timelines of multiple grant and project plans.
  • Work closely with the Education Team in daily administration and services, including answering scholarship inquiries, screening applicants and applications, and assisting with award decision-making.
  • Timely processing scholarship and other education grant payments.
  • Support the team's initiative work as needed.
  • Records & Database Maintenance

  • Maintain scholarship databases, including applicant, awardee, and scholarship fund information.
  • Maintain grants database with grantee and grant seeker information.
  • Meeting / Event Support (both virtual and in-person)

  • Arrange and attend meetings and events to support Program Officers and / or Directors.
  • Prepare meeting materials, produce meeting minutes, notes or summaries
  • Coordinate logistics and travel arrangements as necessary.
  • Strengthen the Team

  • Motivate top performance and accountability through shared, and clear communication of collaborative goals and shared objectives.
  • Supports the ongoing goals and development of the Education Team's activities, initiatives, and implementation of HCF's CHANGE framework.
  • Collaboratively Drive the Success of HCF

  • Deliver a collaborative team style internally with HCF colleagues to achieve greater results
  • Serve as collaborative partner with the donor development department to ensure comprehensive relationship management strategies are utilized.
  • Other Responsibilities

  • Provide Welcome Experience reception coverage on a rotation and as needed.
  • Provide back-up to other program associate support.
  • Serve as a knowledgeable and collaborative representative of HCF in the community.
  • Partner collaboratively with other staff members to ensure effective outcomes.
  • Perform other tasks as assigned.
  • Position Requirements

    HCF believes in ensuring that our team members are capable of thriving in their positions. Accordingly, the Program Associate must possess the following knowledge, skills, abilities, experience, and education :

  • Minimum 3 years of relevant work experience required
  • Bachelor's degree preferred
  • Experience with NextGen's Scholarship Manager and Smart Simple preferred.
  • Demonstrated passion for the betterment of Hawaii and its people
  • Knowledge, sensitivity, and understanding of the history and complexities of Hawaii's multicultural community
  • Capable of thriving in a highly collaborative and flexible organization with an appreciation and respect for colleagues of diverse backgrounds and perspectives and an enthusiasm to continually shift and evolve to meet the needs of the community, clients, and donors
  • Proven ability to recognize and balance competing interests, policy implications, and practical considerations within diverse groups of external and internal constituents to achieve effective outcomes
  • Exceptional interpersonal skills including the ability to communicate effectively with varied constituents including government officials, business and nonprofit leaders, and donors
  • Ability to be extremely discrete in working with or having knowledge of sensitive or confidential information related to client and donor information, relationships, and funds
  • Strong research, analytical, writing, presentation and organizational skills, and general math skills to review and produce business reports
  • Excellent time management and organizational skills to effectively meet multiple deadlines on various projects often running concurrently.
  • Ability to perform work with attention to detail and accuracy.
  • Demonstrates initiative
  • Proficient in in Microsoft Word, Excel / Databases, Outlook, and PowerPoint
  • Work Environment, Physical, and Mental Demands

  • Works under regular office conditions with the ability to work remotely
  • General office hours are Monday through Friday, 8 : 00 am to 5 : 00 pm, with flexibility per needs of the business
  • Required to travel as needed
  • Ability to operate general office equipment including computer, copier, printers, fax machine, etc.
  • Ability to lift, carry, push, pull, up to 25 lbs. of general office material or equipment