Program Administrator - Strategic Climate Initiatives and Grants & Program Operations, McKnight

The Program Administrator for Strategic Climate Initiatives and Grants & Program Operations at ABFE in Minneapolis, MN, supports program directors with administrative duties, meeting logistics, budget tracking, and project coordination. Responsibilities include scheduling, managing documents, organizing events, and providing operational support to program teams. The role requires collaboration across departments and may involve assisting with financial transactions and meeting preparations.
Position: Program Administrator - Strategic Climate Initiatives and Grants & Program Operations, McKnight[...]
Program Administrator - Strategic Climate Initiatives and Grants & Program Operations, McKnight Foundation
Job Purpose

The Program Administrator is an integral part of program teams, reporting to the Program Director. This role primarily provides administrative support to the Director of Strategic Climate Initiatives and Director of Grants and Program Operations as well as operational support for the teams. This position plays a key role in scheduling and meeting logistics, daily operations of the program teams, project coordination, information management, and retention, tracking foundation-wide deadlines for the teams, administering the programs' administrative budget, and helping the program teams meet their priorities.
Job Duties and Responsibilities
Provide Administrative Support to the Program Director and Director of Grants and Program Operations
• Maintain directors' calendars and coordinate travel, lodging, and registrations as needed.
• Support and assist with internal staff and external meetings by making room reservations, arranging details such as food, beverages, room setup, and technology, and partnering with Guest Services staff and vendors when necessary.
• Prepare, submit, and reconcile expense reports, invoices, and other financial transactions within established deadlines.
• Create and edit documents as needed, which may include assisting in preparing PowerPoint presentations, board materials, and meeting agendas.
Provide Operational Support to the Program Teams
• Track and monitor the program teams' administrative budget, forecast expenditures, input quarterly updates, and assist the directors with the annual budget creation process.
• Collaborate with the teams to plan and execute convenings and events, providing logistics support for virtual, in-person, and/or hybrid meetings and events.
• Provide scheduling support for meetings with external partners and internal groups of three or more people.
• Support program teams with convenings and events by preparing necessary materials and resources, coordinating logistics, communicating with participants, note-taking, and attending meetings as needed.
• Schedule and coordinate logistics for team meetings and retreats.
• Assist with the production of the materials for board meetings.
• Process and track program teams' contracts and invoices under the guidance of the contract lead.
• Assist the program teams with file management and retention, uploading and maintaining program-pertinent information and documentation to McKnight's internal system, McKnet, ensuring document retention policies are followed.
Project Management Support to Program Directors and Program Teams
• Support and assist in monitoring project plans using a tool that incorporates deliverables, accountabilities, and timelines using internal technology platforms.
• Provide regular status reporting on project progress.

Support the project owner in identifying and communicating cross-organizational interdependencies to support appropriate integration across departments and functions.
Administrative Support to the Foundation
• Provide backup for other Program Administrators as needed.

Assist other teams as requested and when available.
Participate in Foundation-wide Meetings & Events
• Attend and actively participate in staff meetings, retreats, and other Foundation-wide meetings.

Participate in cross-functional work groups as appropriate.

Collaborates, Communicates Effectively, Manages Complexity, Builds Networks, Being Resilient, Drives Results, Strategic Mindset, Instills Trust
Qualifications

Minimum Education and Experience
• High school diploma and a minimum of three (3) years related work experience in an administrative position or a combination of experience and training.

Demonstrated 2 years of project management responsibility is preferred.
Knowledge, Skills, and Abilities
• Ability to organize tasks, manage time, prioritize projects, and meet deadlines.
• Ability to work in a fast-paced environment and manage highly complex and detailed work quickly and accurately.
• Ability to be flexible and adaptable to changing circumstances and priorities.
• Ability to solve problems.
• Ability to communicate and work effectively with co-workers and with outside partners.
• Ability to handle a varied workload.
• Skill in using the internet for searches and ability to search for varied supporting information needed to perform job functions.
• Skilled in using Microsoft Office 365 or comparable software applications (such as Google suite); skilled in using video-conferencing software (such as Zoom or Microsoft Teams).

Ability to handle confidential information responsibly.
Working Conditions and Physical Effort
• Work is normally performed in an office work environment but may occasionally include off-site meetings, event venues, travel, or international travel for Global Food program support.
• Standard office machines and technology (computer, copier, and systems for online collaboration) are used daily.
• Lifting objects up to 15 lbs., such as file boxes and other office…