Program Assistant

The Program Assistant is responsible for supporting Groundswell’s grantmaking across four funds: Catalyst Fund, Liberation Fund, Rapid Response Fund, and Birth Justice Fund, as well as supporting grants management through our capacity-building programs. Working closely with the rest of the Grantmaking Team, the Program Assistant contributes to the implementation of grantmaking, grants management, technical assistance, evaluation, and communications. 

Responsibilities: 

Grantmaking and Grants Management 

• Support Request for Proposals and reporting processes and manage grants intake processes for Groundswell’s funds: Catalyst Fund, Liberation Fund, Birth Justice Fund, and Rapid Response Fund and supports grants processing for Groundswell’s capacity-building programs: Integrated Voter Engagement program, Grassroots Organizing Institute, and Ecosystem Initiative.  
• Manage grant disbursement process, including generating grant agreements, supporting grantees and fiscal sponsors to complete forms, liaising with Groundswell’s finance department and capacity-building department, and filing completed grant agreements and documents. 
• Support docket writing and publication processes, including drafting funding recommendations, coordinating with graphic designers and printers. 
• Maintain up to date grantee data in database and server, and maintain timely and accurate filing of all grantee information online, including grant inquiries, proposals, reports, correspondence and updates.  
• Maintain grantmaking calendar to ensure the grantmaking department meets key deadlines throughout the year.   
• Support ongoing communications with grantees and other audiences, including supporting timely communications with grantees in advance of deadlines and follow-up with grantees who miss deadlines. 
• Support or lead logistics for in-person and virtual events led by our Grantmaking team and Funder Organizing team. 
• Support scheduling and calendar maintenance for Grantmaking team, which may include coordinating calls, meetings and travel for the Senior Director of Programs, Program Officers, and other Groundswell stakeholders as necessary.  
• Support and/or conduct site visits or calls with grantees. 
• Support the data collection and review of grantee information for the annual evaluations of grantee impact. 
• Support, maintain and contribute to the development of strong, efficient administrative systems and practices to improve the remote work of the Grantmaking team and Groundswell. 
• Support Groundswell’s funder organizing and fundraising strategies with diverse foundations and donors. 

Field Building 

• Build and maintain strong, collaborative relationships with funder colleagues, individual donors, grantees, and other key partners. 

• Contribute to the implementation of technical assistance and evaluation programs for grantees.  
• Project manage logistics for grantee meetings and convenings. 
• Manage consultant contracts.