Program Support Associate - Walton Enterprises

Overview:Walton Enterprises is seeking a proactive, detail oriented, process oriented, and execution-focused individual to join the team as a Program Support Associate. The ideal teammate is creative in their approach to solving problems, can work independently, is meticulous in systematically following processes and ensuring accuracy, and has an appreciation for the value of what might seem like “small” details.  Our Commitment to Diversity, Equity, Inclusion and Belonging  We believe every associate should have access to success. Creating an environment centered on trust, respect, and bringing people together is critical to this belief. Our aspirations are as follows: - Create an environment where we hire, retain, and bring to the table people with diverse backgrounds, viewpoints and lived experiences to create a more successful organization.  - Ensure fairness, equity, and access to success for all our associates. - Create an inclusive workplace where everyone feels valued, safe, able to engage honestly.  Our Core Values - Integrity: We always do the right thing.- Humility: We pursue shared success over individual recognition.- Respect: We value and treat others with consideration, kindness, and empathy.- Initiative: We lean in with curiosity, generous listening, and a willingness to learn.- Discretion: We’re careful with what we share, always keeping family matters private. About the Position:Benefits Information*  Compensation Range: $61,000 - $75,000 Benefits Information: We offer a comprehensive and generous benefits package which includes medical, dental, and vision insurance, a 401(k)-retirement plan and paid time off.  *This information is provided to comply with Colorado Law How to apply: https://walton-enterprises.icims.com/jobs/1985/program-support-associate/job?mode=view&mobile=false&width=792&height=500&bga=true&needsRedirect=false&jan1offset=-360&jun1offset=-300 About the Rob Walton Foundation The Rob Walton Foundation (RWF) supports ambitious projects, partners and programs to foster a planet where people and nature thrive. With the passion of our founder, RWF works with urgency and an earnest belief that it will take all of us to reach global conservation goals, protect biodiversity, and create opportunity for communities. Learn more at robwaltonfoundation.org. About Walton Enterprises Walton Enterprises supports the personal, philanthropic, and business activity for the Walton family. We are a family-led organization, supporting multiple generations of Sam & Helen Walton’s family. Walton Enterprises is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.Responsibilities:

The Program Support Associate will be part of a small but highly productive team under the supervision of the RWF Senior Program Officer.

 

What you will do

 

The primary duty of the Program Support Associate is to support smooth execution of the family member’s philanthropy through grants management, expense processing, and related budgeting and correspondence. Specific duties include:

Responsibilities

Grants Management

• Execute on grant and contract processing through all stages, which can include grant inquiry research, summarizing application information, drafting grant agreements, and reviewing simple reports and issuing payments, at all times communicating effectively with key internal and external stakeholders, and maintaining accurate and complete records in the foundation’s grants management and accounting systems.
• Assist with general correspondence, requests for information, creation and updating of files and records including grantee acknowledgement letters, follow-up reports, etc. 
• Process payments by verifying any preconditions to payment have been met, including all banking information necessary to execute payment, ensuring that all payment information is consistent and accurate, and troubleshooting issues with internal and external contacts.

• Compile a variety of narrative and statistical reports, locate sources of information, determine proper format for finished reports; may draft and/or edit staff correspondence for content, grammatical, and punctuation accuracy. 
• Work directly with external contacts, including grantees and consultants with a client service orientation.

• In some cases, act as an operational point of contact for changes to templates, protocols, and authorizations.

Budget Management

• Track spending against program and/or staff budgets and ensure that all necessary approvals are obtained and documented.

Compliance

• Verify compliance of grants, contracts, and payments with foundation requirements and policies involving fiscal sponsorship relationships, charitable intent in grants to foreign entities, and advocacy activities, as well as assess operational, reputational, and governance risks (e.g., OFAC checks), working closely with the foundation’s legal team and program teams to identify and resolve issues.
• Ensure Equivalency Determinations for foreign grantees are timed to maximize duration, and necessary renewals are sought in advance of scheduled payments.

Data Systems and Reporting

• Serve as lead for SmartSimple and for any potential future software systems to support grants management.

• Maintain accurate and complete records in the organization’s grants management and accounting systems of record.
• Work with IT and other teams to develop and maintain integrated activity reporting that includes grants and other types of transactions by multiple entities.

• Support the creation of materials for board/principal review, as well as annual impact reports and other design-heavy documents and data representations.

 

Process Design and Improvement

• Develop and implement process improvements and manage knowledge documentation for household/family-office teams, including custom templates, procedures and guides as well as program-specific legal considerations.

• Operationalize new initiatives, projects, or tasks in collaboration with internal and external stakeholders.

• Ensure that protocols are documented and implemented with the necessary controls in place for successful task execution.

Team Support

• Schedule appointments and meetings, manage calendars, complete expense reports, coordinate travel arrangements, and otherwise support coordinating meetings/events.

Complete other projects and duties as assigned.

 

Qualifications:

Qualifications required for your success

• 3 years of full-time professional experience, preferably in a nonprofit office environment requiring interaction with both internal and external customers
• Highly proficient with various technology platforms – Microsoft Office Suite, Adobe Acrobat, DocuSign, and Zoom
• Excellent written and oral communications skills

 

Additional Helpful Experience Includes

• Bachelor’s degree
• Strong technical skills, including knowledge of grants management or other data management software (ex. SmartSimple, Salesforce, etc.) with the ability to work within multiple platforms
• Experience or exposure to working with different funding mechanisms (grants, contracts, loans, donor-advised funds, impact investments)
• Data management experience (creating, using, or maintaining data visualizations, dashboards, reports, or other analyses)

 

Personal attributes that support your success

• Proven organization and time management skills
• Demonstrated capacity to work as part of a team, as well as independently; positive, collaborative approach to work with unquestionable ethics and personal integrity
• Strong service orientation; willing to help and provide support where needed and ability to operate with sensitivity to the needs of those they support, build strong relationships, and help make the work easier
• Proactive problem solver who can anticipate and manage multiple moving pieces, identify potential challenges and roadblocks and suggest solutions in order to keep work on track
• Strong attention to detail, ensuring that documents are accurate, deadlines are met and that processes are operating in service of team outcomes; ability to operate with a high degree of awareness of and appreciation for what might seem like “small” details
• Intellectual agility and the ability to analyze, think critically, and understand emerging issues that are directly relevant to programmatic funding areas
• Desire to grow and learn, and adapt work in a rapidly moving environment