Program Associate

About the Duchossois Family Foundation:

The Duchossois Family Foundation (TDFF) is a private family foundation established in 1984 by first- and second-generation family members that strives to empower individuals to enhance their quality of life through wellness and economic opportunity. The Foundation was initially established to support cancer research and patient support and one of its earliest major gifts was to the University of Chicago Medical Center to build the state of the art Duchossois Center for Advanced Medicine (DCAM). It has since evolved from giving to cancer research, patient services, scholarships, and social services to wellness and economic opportunity more broadly, including a focus on the veteran community. TDFF also has a Community Grants portfolio where it supports organizations with missions reflecting the goals and values of the Board and the family. The Foundation is governed by a board of five, is managed by its President and Board Chair, and is located in Chicago’s West Loop. More information is available on the Foundation’s website at www.thedff.org.

The Opportunity:

TDFF is looking for an experienced project and process manager with excellent communication, critical thinking, and administrative skills to fill a full-time Program Associate position. The Program Associate will serve as the first point of contact for grantees and the public, providing information on the Foundation’s grantmaking guidelines and application processes. This position is responsible for managing an evolving grantmaking structure and process for all the Foundation’s grantees. This is an exciting role for candidates who are motivated by a long-term career opportunity at the Foundation. Prior engagement with foundations, grants management, or other relevant nonprofit experience is preferred, but not required. The ideal candidate will have the ability to interact and build relationships with a variety of external and internal audiences, including Foundation and family office staff, board members, and current and potential grantee partners. TDFF’s small office environment requires the Program Associate to be a team player who can support a variety of projects at all levels. The candidate must be self-motivated, attentive to details, and consistently exhibit good judgment and integrity. Ideally, the position would start in the summer of 2024. The Foundation strongly encourages candidates from all backgrounds to apply. 

We know that women and people of color will often not apply unless they meet every requirement and qualification for the position. We welcome applicants who can bring a variety of perspectives and experiences to the team. Your gifts and lived experiences matter to us more than titles. You may be exactly who we are seeking!

Responsibilities:

• Manage the grant inquiry and application process, including developing appropriate application and communication materials for grantees; coordinating grantseeker inquiries; and monitoring deadlines 
• Create a process to track, record, and ensure the accuracy of grant inquiries, declinations, approvals, grant agreements, payments, and balances
• Act as the primary liaison for grantees, grantseekers, and family office staff, including helping potential applicants understand the Foundation’s priorities, processes, and if there may be alignment with their work
• Coordinate logistics and communications for Foundation meetings with internal and external stakeholders and, occasionally, special events (i.e., invitations, RSVPs, travel, lodging, catering, etc.)
• Prepare reports for staff and board members regarding the level and nature of past and anticipated future grantmaking activities
• Create and maintain official grantee files and other important files that comply with the Foundation’s legal, auditing and financial requirements
• Assist with preparation of board meeting materials, including PowerPoint presentations
• Assist with the preparation of foundation reports and website content
• Conduct research to identify potential eligible grantees and areas of interest for the Foundation
• Perform various administrative tasks for the Foundation, President and board, including, but not limited to handling telephone and email inquiries; drafting routine correspondence; maintaining Foundation calendar, contacts and mailing lists; preparing expense reports; and ordering and tracking office supplies
• Participate in relevant networks and professional organizations to stay current and knowledgeable on trends in philanthropy, grant making, and grants management

Requirements

Qualifications:

• A minimum of three years of work experience in the nonprofit sector, ideally with a focus on grants management or grants administration, operations, or administrative support
• Bachelor’s degree in a related field, such as nonprofit management, administration, health and human services, or equivalent work/lived experiences 
• Strong project management and organizational skills with the ability to balance multiple projects and deadlines 
• Attention to detail and accuracy in data entry and management
• Excellent written and verbal communication skills, including flexibility and adaptability to communicate with  nonprofit leaders
• Strong interpersonal skills with enthusiasm for relationship building
• Ability to work both independently and collaboratively, with a self-directed approach to work
• Strong computer and office software, application, and database management skills (familiarity with IT/small network administration would be helpful)
• Demonstrated ability to work well on a small team
• Holds a drive for critical and creative thinking, comfort asking questions and making suggestions, and brings an eye for continuous improvement and learning

Work Environment:

• This is a full-time, exempt position located in Chicago, IL with the ability to work remotely two days per week. 
• Infrequent domestic travel (one to two conferences per year) and evening work may be required for occasional Foundation events.
• Ordinarily, this position operates primarily in an accessible office environment. Some travel to other off-site locations in the Chicago area is required. Some may not be accessible. 
• The Duchossois Family Foundation is an Equal Opportunity Employer. Decisions and criteria governing the employment relationship with all employees are made in a non-discriminatory manner, without regard to race, ethnicity, creed, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, citizenship status, military service and/or marital status, order of protection status, handicap, disability, or any other factor determined to be unlawful by federal, state, or local statutes.

To Apply:

• Submit resume, salary requirements, and, instead of a cover letter, answers to a few short questions here.
• Candidates selected for an interview will be asked to provide references. A final candidate will be asked to complete a background check.
• Applications will be accepted on a rolling basis. Due to the high volume of applications, only those selected for further discussion will be contacted. Please, no phone calls or emails to staff, board, or other family members.

Benefits

The salary range is $80,000 - $85,000 annually, commensurate with experience. A comprehensive benefits package includes health and life insurance, vision and dental insurance, 401(k) retirement plan, and generous paid time off.