Position Summary:
The Program Manager provides operational, administrative, and project coordination support for the Foundation’s Arts & Creativity focus area within the broader Community Wealth strategy. Working closely with the Director of Arts & Creativity, this role manages key administrative processes, supports grantmaking operations, maintains data and workflow systems, and coordinates communication with internal teams, external partners, and community stakeholders to ensure the effective execution of programs and initiatives.
Working collaboratively across Foundation departments and with community partners, the Program Manager supports the Foundation’s vision of community wealth by helping advance equitable grantmaking practices and operational excellence in service of BIPOC communities and long-term community sustainability.
This position also supports the Foundation’s broader Community Wealth vision: that BIPOC residents own and control the critical assets that contribute to community enrichment, stability, and long-term sustainability.
Essential Functions:
Grantmaking Operations & Systems Management
- Manage the administrative life cycle of grants, including application intake, eligibility verification, data entry, compliance documentation, award processing, and closeout;
- Maintain accurate and timely records in the Foundation’s grants management systems (e.g., Salesforce and Smart Simple), ensuring data integrity and consistent workflow tracking;
- Coordinate with Grants Management to ensure all required documentation meets IRS and Foundation compliance standards;
- Prepare grant materials, summaries, and internal documentation for review cycles, leadership briefings, and board meetings;
- Monitor reporting deadlines and support communication with grantees regarding required submissions and compliance expectations;
- Ensure all grant files meet internal compliance standards, including due diligence documentation, financial reviews, and legal requirements;
- Maintain organized digital and physical filing systems for contracts, grant records, and program documentation; and
- Assist with the preparation of reports, memos, and internal communications related to grantmaking operations.
Budget, Contracts & Invoice Support
- Track program budgets, expenditures, and forecasts in collaboration with the Director and Finance team; and
- Process contracts, vendor agreements, invoices with accuracy and timeliness, ensuring alignment with internal approval workflows.
Administrative & Logistical Coordination
- Manage calendars, meetings, and scheduling for the Director of Arts and Creativity. This includes managing and scheduling internal meetings, grantee convenings, cross-departmental sessions, and other meetings and events as needed;
- Respond to internal and external email and phone inquiries in a timely manner;
- Prepare workplans for Arts & Creativity team and provide logistical support for events, site visits, convenings, and public programs, including room setup, registration, materials preparation, and day-of coordination; and
- Prepare meeting agendas, take minutes, and distribute follow-up materials.
Cross-Department and External Partner Collaboration
- Serve as a liaison between Programs, Events, Finance, Grants Management, and IT to ensure smooth workflow and timely resolution of operational issues;
- Support special projects, research tasks, and internal process improvements assigned by the Director or senior leadership; and
- Liaison with grantees and external stakeholders individually and in partnership with the Director as a primary contact
Other Duties and Responsibilities:
- Individuals assigned to this position may perform other duties as assigned.
Qualifications
Preparation, Knowledge, Previous Experience:
- College degree or equivalent relevant professional required;
- 4–6 years of professional experience in one or more of the following: philanthropy, nonprofit administration, operations, grants management, or related field; and
- 3 years of event planning experience preferred.
Skills, Abilities, Competencies:
- Knowledge of Greater Boston’s arts ecosystem, neighborhoods, and nonprofit landscape is preferred. At minimum, curiosity and excitement about the Arts and Creativity sector;
- Experience with grants management systems (Salesforce and Smart Simple strongly preferred) and comfort learning new platforms;
- Familiarity with nonprofit financial documents (budgets, audits, IRS Form 990) preferred;
- Demonstrates exemplary professionalism, and sound judgement in working with internal and external colleagues, grantees, and community partners;
- Values empathy, kindness, and mutual respect to foster an environment where everyone can thrive. Highly detail-oriented with strong organizational skills and the ability to manage multiple deadlines with minimal supervision;
- Strong administrative and project management skills, with the ability to work independently and proactively;
- Excellent written and verbal communication skills;
- Commitment to the Foundation’s mission; and
- Strong computer skills, including Microsoft Office Suite, Teams, Excel, and database systems.
Working Conditions & Physical Demands:
- Ability to work on-site and remotely as required;
- Ability to work at a computer workstation for extended periods;
- Ability to travel up to 30% of the time for site visits, events or conferences; and
- Ability to carry up to 20 lbs. on occasion (e.g., event materials and equipment).
The content is intended to describe the general nature and level of work being performed by persons assigned to this job. It is not intended to constitute an exhaustive list of all responsibilities and duties required.
External and internal applicants, as well as position incumbents, who are or become disabled as defined under the Americans with Disabilities Act or applicable state law, must be able to perform the essential functions of the job (including those listed above) either with or without reasonable accommodation. Reasonable accommodation, if any, will be determined by management in consultation with the employee on a case-by-case basis.
This job description is intended to be general and may be revised from time to time. At management’s discretion, the employee may be assigned different or additional duties from time to time.
