Program Associate

Background and Description

The Hoffberger Family Philanthropies (HFP) is comprised of two charitable organizations: The Hoffberger Foundation (Foundation), a private foundation whose mission is to respond to unmet needs in the greater Baltimore community with available resources—with a significant commitment to the Jewish community, which is addressed through its Hoffberger Family Fund (Fund)—a support organization of The Associated: Jewish Federation of Baltimore.

We are seeking a Program Associate who is proactive, detail-oriented, and highly organized with strong technical skills. The Program Associate will primarily support the programmatic goals and operational requirements of the Hoffberger Foundation through three primary areas of responsibility: grantmaking, administrative, and communications support.

This is a highly collaborative role requiring the ability to prioritize as well as complete tasks in a timely manner. The Program Associate will have the opportunity to learn more about the philanthropic sector at a mission-driven organization focused on workforce development and economic mobility as well as the mental health wellbeing of children and families in Greater Baltimore, all of which is administered through a social justice and racial equity lens. For more information about HFP, please visit Hoffberger Family Philanthropies

The selected candidate will report to the Executive Director (ED).

This is a part-time (60% FTE), hybrid position requiring at least one day in the Baltimore family office. Start date is flexible (ideally April 1st).

Responsibilities will include the following, in varying degrees depending on workflow, as well as other tasks as the needs of HFP evolve.

HFP Grants and Program Administration:

• Communicate with and provide information to organizations applying for grants in a timely manner.
• Research and compile data, particularly within the strategic program areas, for the ED and Board members as assigned.
• Arrange and manage logistics of grants meetings, including preparing materials, handling the technology, and taking detailed notes for minutes and/or reports as part of the grant record.
• Manage the annual grants process from development through grant award, evaluation, and closure, which requires coordinating with Finance to ensure timely distribution and accurate tracking of grant payments.
• Participate in grantee assessments as assigned.
• Manage HFP’s Foundant grantmaking database, which will include keeping accurate records and running reports as well as undertaking periodic review and revision of templates.
• Assist Executive Director with strategic and initiative planning as assigned.   

General HFP Administration and Communications:

• Serve as a point-of-contact for general questions, providing timely and accurate answers to all inquiries.
• Provide administrative support to the ED and Board members, including data entry and record keeping as well as meeting scheduling and coordination, with the willingness to respond to other organizational needs as they occur.
• Arrange and manage logistics of administrative and committee meetings, including scheduling, preparing materials, providing technology support, and taking detailed notes for follow-up and/or formal meeting minutes, as applicable.
• Contribute to the development of organizational and educational resources, formal reports and presentations to committees and the Board as assigned.
• Manage Foundation communications, including the content development and updates of the website and social media platforms. In addition, develop the Foundation’s annual newsletter as well as any outreach and related correspondence/mailings.
• Identify and manage technology needs related to general administration and grantmaking as they arise.

Qualifications

The ideal candidate would hold a bachelor’s degree or three years related work experience, preferably in the nonprofit sector/social justice field. Experience with grants administration preferred, particularly with the Foundant grants management database system. Required qualifications include:

• 2-3 years administrative work experience.
• Strong technical skills, including high degree of proficiency with Microsoft Office applications (Excel, Word, and PowerPoint) and related administrative tools (e.g., Doodle, SurveyMonkey and Calendly) as well as video conferencing resources such as MS Teams and Zoom.
• Excellent writing, editing, and oral communication skills given the need to draft grant summaries and reports, meeting minutes, and related tasks.
• Experience with website, social media and newsletter development, content editing, and e-distribution (e.g., WordPress and Constant Contact) preferred.
• Ability to work proactively with minimal direct supervision and manage multiple projects, while being a committed team player.
• Ability to read and understand organizational and project budgets, or willingness to learn to support due diligence efforts for the grants process.
• Adept at developing collaborative and positive relationships with colleagues, grantees, consultants, peer funders, grantee prospects, and other partners using a customer-service mindset.
• Experience and willingness to work with a diverse constituency as well as familiarity of the community needs of Baltimore City residents, preferred.
• Integrity, discretion, flexibility, and sense of humor.
• Understanding of and commitment to the goals of HFP.

Compensation

Up to $40,000 DOE for the part-time (60% FTE) position, which includes health insurance benefits.

Commitment to DEI + Equal Employment Opportunity

HFP is an equal opportunity employer. In alignment with its racial justice lens, HFP is committed to maintaining a staff that diversifies philanthropy, including lifting up the leadership of people from communities historically underrepresented in the field and those directly affected by structural racism, centering them in decision-making.