Program Assistant, Visual Arts Job at Mellon Foundation in New York

Program Assistant, Visual Arts – Arts & Culture

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Base pay range: $80,000.00/yr - $85,000.00/yr

Position Summary: Reporting to a Senior Program Associate, the Program Assistant will provide programmatic and logistical support to the Senior Program Associate, their supervising Program Officer, and the broader Arts and Culture team. The successful candidate will be thoughtful, highly motivated, energetic, collaborative, and congenial, with strong communication and organizational skills.

Position Description

Responsibilities may include, but will not be limited to the following:

Grants Management

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Serve as a liaison for prospective and existing grantees alongside the Senior Program Associate and Program Officer by participating in meetings and site visits

Build a grant portfolio of new and renewal funding proposals under the direction of the Senior Program Associate and Program Officer

Monitor the progress of proposals from receipt to approval, including timely tracking and management in Fluxx and communicate with grantees about progress in line with Foundation deadlines

Review grant reports and requests for modifications, extensions, and transfers, correspond with grantees about successes as well as challenges, alert program colleagues regarding key activities or difficulties, and follow up as appropriate

Work with other Foundation departments to ensure timely delivery and processing of grant-related information for proposals, reports, and modifications

Travel to site visits, conferences, and other engagements as needed

Administrative Duties

• Keep grant files in the Foundation's file management system up to date and resolve inconsistencies and prepare reports
• Undertake general office and grant-related work, including electronic filing, maintaining program records, preparing correspondence, responding to requests for information, scheduling, etc.
• Assist with information gathering regarding the development of new grant initiatives and review of existing programs as requested by program leadership
• Participate in team-level process-improvement projects as assigned
• Represent the Arts and Culture program in cross-functional meetings and collaborate with other departments to advance program goals
• Offer administrative support for convenings, gatherings, and events as needed

Qualifications

The ideal candidate would hold a bachelor’s degree, preferably in the arts or humanities, or an equivalent combination of education and experience.

• 1‑3 years of relevant professional experience
• Bilingual proficiency in spoken and written Spanish
• Knowledge of organizational practices and trends in museums and visual arts organizations of all sizes
• Strong interest in the arts, culture, and humanities
• Flexibility, curiosity, integrity, and willingness to learn from mistakes
• Empathy, compassion, grace, and humility
• Ability to manage multiple projects and work as a committed team player
• Orientation toward self‑starting, proactive anticipation of team needs, and creative problem solving
• Superior written communication skills; excellent analytical, critical thinking, and organizational skills with precise attention to detail
• High competency in MS Office suite, particularly Excel, PowerPoint, and Word, Adobe Suite, and ability to learn new applications quickly

Preferred Professional Knowledge

• Experience working in a not‑for‑profit environment and/or grants administration
• Ability to read and understand organizational budgets and/or financials

Benefits

• Medical insurance
• Vision insurance
• 401(k) plan
• Tuition assistance
• Student loan assistance

EEO Statement

The Mellon Foundation is committed to building an inclusive workplace where all individuals are treated with dignity and respect. Employment opportunities are based on individual qualifications, merit, and organizational need, without regard to race, color, religion, sex (including pregnancy, childbirth, and related conditions), gender identity or expression, sexual orientation, age, national origin, disability, veteran status, or any other characteristic protected by applicable law. We welcome applications from qualified individuals of all backgrounds.

Application Deadline

Candidates should apply by submitting a cover letter describing fit for the position and a resume by 12/15/2025. Please note that incomplete applications will not be considered.

Work Environment

The Foundation maintains a hybrid work schedule, with three days per week in person at the New York City Manhattan offices.

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