FOUNDATION JOB OPENINGS  

There are two open positions at the Cynthia and George Mitchell Foundation's Austin offices, including (1) Program Associate, Sustainability and (2) Administrative Associate. Interested parties should review the following job descriptions and, for those qualified, apply as directed. Scroll down to review both job descriptions.

Job Title:              PROGRAM ASSOCIATE, SUSTAINABILITY  

Location:              2630 Exposition, Suite 214, Austin, Texas 78703

Reports To:          Vice President of Sustainability Programs

FLSA Status:        Exempt

SUMMARY:

The Cynthia and George Mitchell Foundation (CGMF) is a mission-driven grantmaking foundation that seeks innovative, sustainable solutions for human and environmental problems. The foundation funds high impact projects in Texas at the nexus of environmental protection, social equity, and economic vibrancy. The Mitchell Foundation’s Sustainability Program focuses on initiatives related to water, clean energy, land conservation, and sustainability education with a strict focus on Texas. The foundation’s other programs focus on carrying out the legacy of Cynthia and George Mitchell, including a community revitalization effort in Galveston, Texas.

POSITION:

The Program Associate (PA) is responsible for the primary administrative and program-related support to the foundation’s sustainability program team. The team includes the vice president of sustainability programs and program officers. The PA is responsible for working across the organization, with grant administration, program, and executive staff to ensure that communication, operational, and program activities are carried out professionally and smoothly.

The PA role is both programmatic and administrative. The PA will actively engage in the sustainability program grantmaking and strategy development through program-related research, grantee interaction, and support for numerous substantive convenings and workshops organized by program staff.

Administratively, the PA will review grant proposals and reports, administer the grants management database (Fluxx), monitor the budget and grant cycle, write program reports and updates, provide technical support and counseling to grantees related to proposal submission, and support communication activities that range from story generation to content editing using the Chicago Manual of Style.

The PA, in coordination with the president and vice president, may also manage key operational issues related to program execution associated with the expected growth of the foundation over the next few years.

As part of a small office, the PA is considered a representative of the Mitchell Foundation. This position requires the ability to work independently and exercise initiative, critical analysis, discretion, and judgment to ensure informed decision-making related to the core responsibility of executing and managing grants.

The ideal candidate is a systems thinker with a commitment to sustainability and Texas. The most fitting candidate will have a demonstrated interest in holding sustainability concepts as the framework to measure public policy debates and decisions. In addition, the successful candidate is able to manage several tasks and demands simultaneously and has the ability to gather information, draw conclusions, and make recommendations regarding complex problems and issues. The candidate must be confident, flexible, comfortable with change, and have the ability to work independently and with colleagues.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Screen and manage unsolicited grant inquiries to determine fit with CGMF priorities. Request additional information from organizations, if necessary, to complete review. Communicate declinations and the rationale for it to the grantseeker orally and/or in writing.
  • Maintain a thorough knowledge of the priorities and grantee selection criteria for the sustainability program. Respond to telephone or email requests for program information.
  • Conduct research and data analysis as requested by VP/PO on program-related topics. Remain abreast of current research, activities, and trends in philanthropy and sustainability by reviewing professional publications, and attending related conferences and meetings.
  • Develop and maintain research on potential grantees and partner institutions. Assist colleagues to gather background information, history, and organizational data on prospective grantees to inform the grant review process. Review grant proposals and reports and ensure content is appropriate and all necessary documents are included.
  • Coordinate and assist grantees with the Foundation’s grantmaking process by requesting additional information when needed, responding to questions, notifying them of the status of their grant, etc. Manage rejected proposals.
  • Process incoming grants and grant reports by entering all required information into the Fluxx grants management system
  • Monitor budget targets, reconcile program budgets and keep VP/PO informed of budget status
  • Monitor spending and deadlines for consulting agreements and foundation initiated projects
  • Coordinate and manage cradle to grave logistics for a variety of foundation meetings and events
  • Represent the foundation by participating in meetings with grantees, collaborators, and consultants
  • In coordination with the VP/POs, prepare a series of written products for the sustainability program in advance of numerous deadlines, including program updates for board committees, grants reports, newsletter and annual report for the Board of Directors.
  • Research specific topics and prepare reports and visual aids, including PowerPoint presentations, for program staff.
  • At the request of the foundation president or VP, manage various operational issues associated with the foundation’s expected growth and upcoming office move.

This job description reflects the assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

  • Bachelor’s degree required. A preferred candidate will demonstrate a degree in a relevant field and interest in philanthropy, sustainability, or the nonprofit sector
  • 2+ years work experience. Work in one of the key program areas: clean energy, water, or land conservation; and/or previous experience in philanthropy or grantmaking is a plus
  • Excellent analytical thinking, writing, speaking and editing skills
  • Excellent verbal and written communication skills
  • Strong organizational skills and experience with operational needs of a foundation are valued
  • Proficiency with Microsoft Office programs, especially Outlook, Word, Excel, and PowerPoint in a Mac environment
  • Experience using database software
  • Strong interpersonal skills that have been demonstrated in a professional setting
  • Demonstrated research and writing skills
  • Ability to prioritize and juggle diverse tasks while maintaining attention to details
  • Ability to travel as necessary for 2–3 business days at a time
  • Proven ability to work well under pressure, take initiative, and be a creative problem-solver
  • Capable of working in a quiet, small-office environment

SUCCESS FACTORS:

  • Confident and self-directed
  • Interest in and dedication to the foundation’s mission
  • Takes initiative and willing to pitch in when necessary
  • Positive attitude and sense of humor
  • Adaptable, flexible nature, comfortable with emergent qualities of a growing organization
  • Ability to work both independently and collaboratively as part of a team
  • Strong interpersonal skills

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle or feel; reach with hands and arm; climb stairs, balance; stoop, kneel, crouch, or crawl; talk or hear. The employee must occasionally lift and/or move up to 25 pounds. This position requires the frequent use of computer office software and databases. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:

The CGMF is located in Austin, Texas. The office environment is a typical small office with low noise levels, shared kitchen facilities, and a collegial atmosphere. Ample parking is available, and the office has access to public transportation. On occasion, there are activities or events after work hours. Occasional travel is required.

HOW TO APPLY:

Please submit your resume, a compelling cover letter, and a list of three references to program@cgmf.org. Due to the volume of expected applications, we will not accept phone calls regarding this position.

 

Job Title:                     ADMINISTRATIVE ASSOCIATE

Location:                     2630 Exposition, Suite 214, Austin, Texas 78703

Reports To:                 Vice President, Sustainability Programs

FLSA Status:               Non-Exempt

SUMMARY:

The Cynthia and George Mitchell Foundation (CGMF) is a mission-driven, grantmaking foundation that seeks innovative, sustainable solutions for human and environmental problems. The foundation funds high impact projects in Texas at the nexus of environmental protection, social equity, and economic vibrancy. The Mitchell Foundation’s Sustainability Program currently focuses on initiatives related to water, clean energy, land conservation, shale sustainability, and sustainability education. The foundation’s other programs all focus on carrying out the legacy of Cynthia and George Mitchell, including a community revitalization effort in Galveston.

OVERALL FUNCTION:

The Administrative Associate’s (AA) primary responsibility is to enhance the CGMF and its Sustainability Program’s effectiveness by ensuring overall smooth office management and operations, providing information, process and grants management and a broad range of additional administrative and executive support. The AA’s role is a critical member of the team by being the first point of contact for the CGMF and managing significant activities that have a direct impact on managing the CGMF’s workflow. The AA provides executive-level support to the vice president (VP) of sustainability programs and program staff. Using key operational skills, this is an excellent opportunity for a dedicated and skilled Senior Assistant to partner with a strong leader in the central hub of a transformational philanthropy on complex environmental issues, and to gain knowledge of current sustainability matters in Texas.

The AA will manage VP’s email, organize internal and external meetings, contribute to the grantmaking team, support the development of reports and other materials as needed. Finally, the AA is responsible for managing grant requests, tracking those grants, and developing and delivering reports on those grants to the VP, president, and board of directors. In addition, the CGMF anticipates relocating from its current offices to a new location in Austin. The AA will lead the relocation effort, including coordinating logistics, identifying IT needs, and coordinating updates for board and staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Answer and direct incoming phone calls to appropriate staff with professionalism; accurately relay messages from calls.
  • Develop effective schedule relative to short-term needs, long-term plan, and yearly goals.
  • Maintain busy calendar and arrange extensive travel for VP and other staff as requested.
  • Monitor and track Vice President’s email to ensure timely response and flag urgent issues for follow up.
  • Prepare executive responses to routine emails, letters, or correspondence. Manage occasional written correspondence on behalf of VP.
  • Manage and maintain VP’s schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Coordinate and manage VP’s schedule and maximize efficient use of VP’s time.
  • Prepare VP for meetings including printing documents, collecting supporting documentation and researching background information
  • Keep informed about major projects; learn and stay abreast of current priorities as they relate to program strategy and VP goals.
  • Manage entry, approval, tracking, and reporting for grants for foundation grantmaking programs.
  • Assist in drafting and editing of Board reports, news updates, and other materials.
  • Support grants administration process and maintain the grants management system.
  • Take, edit, and distribute board meeting and board committee meeting minutes in a timely manner.
  • Plan and prepare for internal and external meetings to include the handling of all appropriate logistics to ensure their success, such as scheduling, preparation, and distribution of meeting materials; overseeing and troubleshooting the audio/visual needs; coordinating logistics; organizing meals; ensuring appropriate meeting room set-up; and maintaining files on meetings and other follow-up.
  • Lead smooth office management. Maintain inventory and office supplies. Anticipate office needs; evaluate new office products and technology; place and often expedite orders when necessary.
  • Ensure operation of the office and IT equipment, troubleshooting problems and ordering maintenance when necessary.
  • Maintain inventory of office kitchen, as well as being responsible for the cleanliness of the office kitchen. 
  • Track staff expense reports and program-related expenses, and submit monthly documentation to the accounting department.
  • Assist in research of specific topics and prepare reports and visual aids, as requested.
  • Generate and implement ideas for office and systems improvement.
  • Lead the logistical, IT, and furnishings process for CGMF’s upcoming office move.
  • Maintain a high degree of professionalism and discretion at all times. 

This job description reflects the assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

  • Bachelor’s degree
  • At least five years of previous experience working in an executive administrative capacity with demonstrable knowledge of schedule management
  • Experience in the nonprofit sector, environmental field preferred
  • Formidable coordination ability in true partnership with VP
  • Excellent written and oral communication skills
  • Highly organized with strong attention to detail
  • Excellent time management skills and ability to prioritize and juggle diverse tasks while maintaining attention to the details
  • Proven ability to work well under pressure, take initiative, and be a creative problem-solver
  • Good interpersonal skills, as this job requires frequent interaction with diverse individuals including board trustees and community leaders
  • Ability to create strong relationships, both inside and outside the foundation, and represent the foundation in the most effective and gracious manner
  • Poised, confident, self-directed and assertive with high energy, resourcefulness, adaptability, and creativity
  • Knowledge of standard office practices and procedures
  • Proficiency with Microsoft Office programs, especially Outlook, Word, Excel, and PowerPoint in a Mac environment
  • Experience using database software preferred
  • Capable of working in a quiet, small office environment and occasionally alone

SUCCESS FACTORS:

  • Understands role and its critical importance to the success of CGMF’s mission
  • Extreme workflow and time management skills
  • Interest in and dedication to the foundation’s mission
  • Takes initiative and willing to pitch in when necessary
  • Positive attitude and a good sense of humor
  • Adaptable, flexible nature
  • Ability to work both independently and collaboratively as part of a team
  • Strong interpersonal skills

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle or feel; reach with hands and arm; climb stairs, balance; stoop, kneel, crouch, or crawl; talk or hear. The employee must occasionally lift and/or move up to 25 pounds. This position requires the frequent use of computer office software and databases. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:

The CGMF is located in the Carillon Building in Austin, Texas. The office environment is a typical small office with low noise levels, shared kitchen facilities, and a collegial atmosphere. Ample parking is available, and the office has access to public transportation. This position resides in an open shared office space.   At least twice a year, travel and overnight work are required for foundation retreats. Additional travel may occur. 

Please submit your resume, a compelling cover letter, and a list of three references to admin@cgmf.org. Due to the volume of expected applications, we will not accept phone calls regarding this position. 

 
 
 
 
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