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Project Management & Department Coordination

• Proactively track project timelines, milestones, deliverables, and action items, maintaining visibility across workstreams. Follow up with stakeholders to maintain momentum and meet internal and external deadlines.
• Develop and maintain project plans, “Before & After Action” reviews, and status trackers to support the team's strategic and operational goals.
• Coordinate agendas, materials, notes, and follow-up for team, committee, and partner meetings; document and circulate action items to ensure accountability.
• Serve as cross-functional liaison within a department and across Foundation teams.
• Execute team events, site visits, partner convenings, and other gatherings—managing all logistics and coordination from planning through execution and close-out.
• Support onboarding of new team members, temporary staff, and consultants, including scheduling, orientation, and access setup in coordination with Human Resources and Technology teams.

Contract Coordination

• Serve as the team's primary coordinator for departmental contracts, including:

1. Processing contracts and amendments in coordination with the contract lead and Operations Department.
2. Tracking deliverables, payment schedules, and expiration dates; confirming deliverables are met prior to invoice submission.
3. Reviewing and routing invoices to Finance for timely payment; maintaining accurate contract records in team network folders.
4. Maintaining organized, up-to-date records of contracts, grant documents, and related project files within shared systems.

Relationship Management

• Build and maintain responsive relationships with grant partners and external stakeholders through effective communications, supporting positive experiences.
• Serve as the first point of contact for incoming grant inquiries by screening, triaging, and routing requests; draft initial responses to information requests and out-of-scope proposals.
• Support the administration of grants throughout the grant lifecycle, including application review, due diligence, approvals, reporting, and closeout processes.
• Maintain accurate organizational information in the grants management system (i.e. Fluxx) for assigned areas, ensuring accuracy in applications, reporting deadlines, and documentation.
• Monitor reporting deadlines and follow up with partners to ensure timely submission of required documentation.
• Coordinate with grant partners to collect documentation, resolve reporting issues, and communicate processing status; keep team staff informed of key developments.
• Support preparation of grant recommendations, amendments, close-out memos, and grant correspondence; assist with review and summary of grant partner reports.
• Assist with board and committee meeting materials, coordinating timelines and deliverable dates across contributors.

Department Logistics Support

• Anticipate the needs of team leaders and members; identify and address gaps, conflicts, or bottlenecks before they become problems.
• Screen and manage calls, emails, and correspondence on behalf of team leader; ensure timely, professional follow-through.
• Coordinate travel arrangements, conference registrations, and expense reports for assigned team member(s).
• Conduct targeted research as assigned and compile data to support planning and decision-making; present findings in summaries, reports, or visual formats.
• Support preparation, formatting, and quality review of presentations, briefings, and board materials to ensure consistency and accuracy.
• Drive operational excellence through iterative process analysis and use of systems and tools to streamline workflows and reduce manual effort, implementing scalable process improvement efforts that elevate the department’s efficiency and productivity.
• Provide backup logistical coverage for other Department Associates and collaborate with Front Desk Concierge to prevent meeting scheduling conflicts and coordinate in shared meeting workflows.
• Manage calendars for assigned team leaders, prioritizing requests, resolving conflicts, and protecting time for focused work.
• Provide logistics support for virtual, in-person, and hybrid meetings; maintain team files and document repositories (Microsoft 365 Teams, SharePoint, etc).

Additional Responsibilities

• Possesses working knowledge and offers support to colleagues in building the department's AI muscle.
• Participate in staff meetings, retreats, professional development, cross-functional working groups, and Foundation-wide initiatives.
• Perform other projects and duties as assigned.