Program Assistant

Position Overview

The Program Assistant is a detail-oriented professional responsible for supporting the Program team with a particular emphasis on the Capacity Building work. The role manages a wide range of administrative and operations duties, including drafting and processing grants and contracts, meeting and event logistics, data tracking, and management of regular communication with consultants, grantees, and other stakeholders.

This position is one of three administrative positions on the Program team and reports directly to the Program Operations Manager.

Responsibilities

Capacity Building Grants + Contracts Management

• Using Salesforce and other technology platforms, draft and manage vendor contracts and grants for Tipping Point’s Capacity Building team, creating payment schedules to ensure payments are on-time and work is progressing with partners + grantees
  • approx. 125 contracts/targeted investments annually 
  • approx. 300 payments annually
• Organize and maintain vendor lists in consultation with Program Team staff

Data Tracking + Management

• Ensure data quality for Organizational Strengths Assessments, capacity-building projects, future contract payments for outgoing cash flow management, project updates, and vendor evaluations
• Identify needed improvements to Salesforce database structure/automation
• Support ongoing capacity building data reporting needs

Administrative + Event Support

• Manage planning and day of logistics of virtual and in-person capacity building events (e.g. workshops, cohort meetings and executive summits)
• Maintain weekly Capacity Building agendas, including note-taking
• Maintain Capacity Building documentation, ensuring files remain complete and accurate
• Assist with drafting and formatting external communication, as needed

All other duties as assigned.

Qualifications

In addition to our core values, Tipping Point staff exhibit four core competencies: ability to be flexible in a constantly shifting environment, strong communication skills, ability to work well on a team, and ability to continuously problem solve in the face of challenges.

Additionally, the Program Assistant must have:

• A proven track record in administrative support roles
• Strong organizational skills, attention to detail, and experience in developing and maintaining systems and processes
• A strong customer service orientation to assist staff and interact with grantees and other stakeholders
• An awareness of relevant social issues we address and the context we operate in (e.g. poverty, nonprofit landscape, and/or Bay Area economic and political factors impacting our work)
• Ability to use and learn technology platforms fluently. A plus if you have experience with: Microsoft Office Suite, Salesforce, Google Workspace, and Adobe
• Familiarity with AI-assisted productivity tools, and comfort applying them accurately and appropriately to administrative work.