Program Assistant, Donor Relations & National Programs (DR&NP)

Essential Responsibilities and Duties: 
  • Assist the Senior VP and DR&NP team in planning, developing and executing special events.
  • Assist with creating itineraries for events.
  • Track and record travel information for event participants.
  • Prepare travel arrangements for visiting scientists (e.g. airline, hotel reservations, ground transportation.)
  • Proofread documents and draft department correspondence, including program notices, thank you notes, etc.
  • Work closely with SVP and department members on governance-related projects (e.g., meeting transcription and minutes for the Board of Directors, Executive Committee and Nominating Committee).
  • Maintain and distribute monthly Calendar of Events and Visiting Scientist list.
  • Create, maintain and update event and donor records in Raiser’s Edge to ensure records are complete and accurate. Generate mailing lists and run reports.
  • Track upcoming visits to the Institute and record/file completed visit information.
  • Research prospective donors and donor-giving histories via donor database, department files, and in consultation with regional staff.
  • Assist in developing copy, layout and design for program materials.
  • Create budget spreadsheets and track revenue and expenses for programs and events.
  • Coordinate finances, including accounts payable and reimbursement of expenses.
  • Timely follow up on basic information requests by mail, email and phone.
  • Establish and maintain rapport with donors and prospects through email correspondence and telephone contact.
  • Organize and maintain department files and records.
  • Assist SVP with scheduling appointments and maintaining calendars.
  • Prepare expense reports.
  • Assist with office mailings. Answer department telephones as necessary.
  • Provide coverage to receptionist in conjunction with other program assistants.
  • Participate in special projects, as assigned.
  • Occasional evening and weekend work, as needed.


Skills and Abilities Required:
  • A minimum of 3 years administrative work experience in a high-volume, deadline-driven office.
  • Excellent oral and written business communication skills, including solid editing and proofreading ability.
  • Team player with the ability to be flexible and work well in a highly collaborative team.
  • Deadline-and detail-oriented with strong organizational and multi-tasking skills.
  • Demonstrates efficient time management skills with the ability to prioritize a heavy workload.
  • Exercises sound judgment in performing the tasks of the job with the ability to make independent decisions, when necessary. High degree of the awareness of the impact of decisions.
  • Able to use diplomacy and tact and interface well with all departments of the organization and work cooperatively with department staff to achieve department goals.
  • Demonstrates initiative to learn new skills and/or expand job responsibilities.
  • Strong customer-service orientation.
  • Consistently reports to work on time prepared to perform duties of position.


Computer Equipment and Software Requirements:
  • Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, Powerpoint), Adobe Acrobat
  • Proficiency with donor base software, particularly Raiser’s Edge.



ACWIS is an Equal Opportunity Employer.


Please submit your resume along with your cover letter to: