Programs Assistant/ Data Specialist - Remote | Hybrid

We are seeking a passionate and dedicated Program Assistant/Data Specialist to join our exceptional team at our headquarters in Research Triangle Park, NC. As an independent private foundation committed to advancing biomedical and medical sciences, we are dedicated to supporting research and educational activities. In this role, you will provide crucial administrative support to two teams of Program Officers and Program Associates, focusing on grant management and data management across our Science Education, Diversity, Infectious Disease, and Climate Change programs.
Primary Responsibilities (responsibilities May Vary Slightly By Team)
Embrace the opportunity to review applications submitted through our online system, ensuring compliance with BWF guidelines. You'll have the chance to work directly with applicants, providing assistance and resolving any issues that arise, either via telephone or email.
Handle the processing of all necessary files from our online application system, meticulously organizing and entering them into our grants management database. Your attention to detail will be instrumental in ensuring accurate data management.
Collaborate with Program Associates to prepare and finalize important documents such as award letters, contracts, and turn-down letters. Your assistance in these tasks will contribute to the smooth operation of our programs.
Take charge of collecting information from new awardees, accurately entering it into the grants management database, and preparing corresponding correspondence. You'll also be responsible for following up with awardees to obtain any missing information.
Ensure seamless progress by receiving and reviewing progress and financial reports from awardees, effectively communicating with them to resolve any discrepancies that may arise.
Monitor and track awarded grants, maintaining up-to-date information for BWF Board of Director minutes, and providing updates to senior staff as needed.
Be an active member of a team dedicated to researching, evaluating, and implementing efficient processes for grants administration. Your ideas and contributions will help us continuously improve.
Assist in the transition between databases, streamlining processes by removing duplicate entries, transferring files, and establishing new procedures within the new system.
Serve as a valuable liaison between BWF program staff, our IT team, and database personnel, coordinating the effective use of our database. Your communication skills will be essential in ensuring smooth operations.
Support Program Associates with various database-related projects, such as working on meeting-related databases and maintaining and downloading mailing lists for our communication publications.
Contribute to the success of advisory committee and awardee meetings by assisting with assembling and distributing meeting materials. Your attention to detail will play a vital role in ensuring the smooth running of these important events. Availability for major meetings, including those in April, May, and October, is required.
Occasionally support Program Officers and Program Associates with special projects by conducting research, compiling information, and preparing reports. Your contribution to these initiatives will be highly valued.
Efficiently manage the schedule of Program Officers, scheduling meetings with awardees, advisory committee members, and other staff. Your organizational skills will ensure smooth coordination.
Step in to assist with Program Associate duties when needed due to absence or unavailability. Your flexibility and adaptability will be essential in maintaining our operations.
Actively participate in training and engage in ongoing staff and professional development opportunities. We are committed to your growth and success.
Perform other duties as needed to support the organization and its programs.
Organizational Relationships
As the Program Assistant/Data Specialist, you will report to two designated Program Associates. In your role, you will collaborate with various teams, including meetings, IT, finance, administration, and communications staff. Additionally, you will interact with the BWF board, advisory committees, and award recipients as required.
Qualifications
We are looking for candidates who meet the following qualifications:
A bachelor's degree is required, preferably in a science or science-related field.
At least two years of experience in an administrative position, with a proven ability to handle multiple concurrent projects effectively.
Exceptional proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Strong interpersonal, oral, and written communication skills.
A team player with excellent planning, organizing, and prioritization skills. You possess an adaptable and flexible mindset, allowing you to work independently and handle sensitive data while showcasing your problem-solving abilities.
Experience in grants administration and familiarity with grants management software will be advantageous.
Work Environment
This position offers a hybrid work environment, combining office-based work at the BWF office with the flexibility to work remotely based on the schedule.
Salary & Benefits
We offer a competitive salary commensurate with experience, with the full-time salary range starting at $45,000. As part of our commitment to our employees, we provide an attractive benefits package, including comprehensive medical, dental, and vision benefits, life and long-term care insurance, paid time off (including holidays), retirement plans, education reimbursement, and wellness opportunities.
At the Burroughs Wellcome Fund, we are proud to be an equal opportunity employer. We provide equal employment opportunities without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, veteran status, sexual orientation, marital status, genetic information, or other protected class characteristics. Join us and be part of an inclusive and inspiring team that makes a difference in the biomedical and medical sciences!
Employment Type: Full-Time
Salary: $ 30,000.00 Per Year