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Program Assistant: Fund for Resilience, Equity & Engagement

JOB TITLE: Program Assistant: Fund for Resilience, Equity & Engagement
JOB PURPOSE: To provide administrative support to the Fund for Resilience, Equity & Engagement
SUPERVISOR: Senior Program Manager
SALARY RANGE: $40,000 ‐ $45,000
FTE/PTE: FTE                                                                                
POSITION LOCATION: Flexible/Remote; Washington, D.C. preferred
TRAVEL: Low (up to 15 business days annually)



AIDS United’s mission is to end the HIV epidemic in the US through strategic grantmaking, capacity building, and policy and advocacy. AIDS United (AU) bridges policy with grantmaking and capacity building; linking the world of HIV service and community‐based organizations with the public health, healthcare, advocacy and social justice communities to respond to the domestic HIV epidemic. AU is committed to ensuring our staff, Board of Trustees and consultants reflect the full diversity and range of communities most affected by the HIV epidemic. Organizational leadership consists of long‐term HIV survivors, Black gay men and women of color.  Staff reflects a range of people living with HIV; same gender loving men and women; gay, bisexual, and queer men and women; women of color; and Transgender and gender non‐conforming people. This diversity and representation demonstrate AU’s dedication to valuing life experiences of staff as equally important to professional experiences when building our organizational capacity.  



AIDS United seeks a mission driven and action‐oriented person to provide administrative support to the grantmaking team for the Fund for Resilience, Equity, & Engagement (FREE). Under the guidance of the Senior Program Manager over the FREE, the Program Assistant will work as part of a team to provide administrative and programmatic support to three distinct initiatives. Primary duties will include administration support, logistics coordination, data management, communications, and recordkeeping. This includes but is not limited to organizing and coordinating internal and external communications, travel logistics, scheduling and coordinating meetings. The ideal candidate is self‐motivated, organized, flexible and solutions oriented. The Program Assistant must thrive in a mission‐driven and constituent‐oriented environment and demonstrate integrity in handling sensitive information and communications.     



The Program Assistant provides effective administrative support with key areas of responsibility including:


Scheduling and Logistics – 20%

  • Uses strategy and efficiency to plan, coordinate and manage the grantmaking team’s schedules, deliverables and travel; ability to understand and prioritize requests that come in from various stakeholders to assist in time management.
  • Prepares or assembles necessary documents for meetings and coordinates with staff and partners to ensure relevant follow up actions are taken.
  • Makes all travel arrangements, including flight, ground transportation and lodging for the grantmaking team, as well as manages expense reports and reimbursements.
  • Coordinates with staff and stakeholders to manage logistics for external meetings.


Administrative Support and Management – 30%

  • Attentively supports internal team meetings by briefing all parties regarding relevant content and issues, prepping materials and composing and distributing notes
  • Adeptly creates and/or edits key written communications to staff and external stakeholders
  • Researches, prioritizes, and follows up on issues and concerns raised during team meetings and provides summary reports of findings.
  • Maintains project management systems to cohesively advance the work of the team to ensure projects remain on‐track.
  • Monitors emails to team email addresses ( to prioritize them for team members.


Grantmaking Administration, Grantee Coordination & Reporting – 50%

  • Provides administrative support to the team in implementing all aspects of the grantmaking initiatives: accepting applications, logistics for review meetings, capturing notes during the review committee meetings, grantee notification of awards and declination, broad communication with grantees, etc.
  • Leads logistics for all grantee convenings and site visits, grant review committee meetings, and funder meetings including coordination with contracted meeting planner, hotel (where applicable), vendors, reviewers, grantees, and funders.
  • Supports team with reporting to funders including research, data collection, coordination with evaluation team (where applicable), and communication with grantees.
  • Documents and tracks activities and progress of the initiatives and team.
  • Maintains all initiative documents, notes, and research in an organized and accessible manner.
  • Actively maintains an understanding of the current social and political environment, especially related to the needs of the Black gay, bisexual, queer, and same‐gender‐loving men and Transgender and gender nonconforming people.
  • Assists the team with creation of requests for proposals, grant review criteria, grantee convening content, and grantee reporting requirements.



  • Bachelor’s degree or a minimum of 3 years’ experience in an office environment, preferably in a non‐profit setting.
  • Commitment to AIDS United’s mission, vision; alignment with organizational culture and values.
  • Excellent administrative, analytical and organizational skills; ability to balance multiple priorities and commitments while performing tasks seamlessly, on‐time and with excellent attention to detail.
  • Ability to manage a high‐volume of daily correspondence and requests across multiple focus areas while keeping the teams up to date in concise, meaningful ways.
  • Strong interpersonal skills: ability to build relationships with staff, grantee partners, funders and community members; expert written and verbal communication skills. 
  • Highly resourceful team‐player; works well and collaboratively with others.
  • Ability to work independently; work under pressure to meet multiple and competing deadlines. Ability to work with a supervisor who is remote.
  • Ability to handle confidential/sensitive information and communications with care and discretion 
  • Proficient in Microsoft Office (Outlook, Word, Teams, Excel, and PowerPoint), G‐Suite (Gmail, Google Docs, Drive, and Calendar), Zoom, Asana, and Adobe Acrobat. Proficiency preferred in Salesforce and Intacct.
  • Fluent in written and oral Spanish strongly preferred.



Work is generally performed within the office environment or equivalent remote space; includes significant email, and phone contact with staff and with stakeholders and constituents. We are committed to an inclusive, transparent, and collaborative culture. 

Send a cover letter and resume to with “Program Assistant – FREE” in the subject line. Incomplete submissions WILL NOT BE CONSIDERED. Due to the high volume of applicants only those selected for an interview will be contacted.   

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