Program Coordinator, Workforce

Job Title: Program Coordinator, Workforce
Reports to: Program Director, Workforce
Employment Category: Non-Exempt Salaried, Regular, Full Time

Purpose of the Program Coordinator Position: 
All staff at The Heinz Endowments (THE) advance a vision where Pittsburgh and Western Pennsylvania is a region that achieves and models the full transition to a post-industrial age where every resident can fully participate economically and has a place for their cultural/social identity in a relationship of respect of others.

The Program Coordinator (PC) is part of the Foundation’s Learning Portfolio team and provides grantmaking and administrative support, along with internal systems knowledge to enhance program results. This key role coordinates workflows to ensure that we work effectively, efficiently, and in alignment with the Foundation’s Core Values. This position supports the grantmaking process and related activities to advance the program’s goal and the Foundation’s mission.

The PC Position key organizational relationships: 

• Reports to the Program Director, Workforce focusing on grants management and meeting coordination, grantee relationships, and overseeing the program cycle and deliverables.
• Receives guidance and support from the Grants & Program Administrator to ensure the overall portfolio level work is aligned with an effective leveraging of resource planning, workflow planning and compliance standards.
• Partners with the Learning, Evaluation, and Research team to ensure consistency with evaluation requirements and accurate tracking of grant-related data.
• Works with the Managing Director of Finance and Administration and the Grants Manager on operational and compliance-related matters.
• Will serve as the in-house specialist with events coordination, planning and execution, particularly around grants management practices that support organizational goals and priorities.
• Serves as an administrative resource to the learning team staff within scope of duties highlighted below.

Program Coordinator Position Responsibilities: 

I. Administrative and Program Support – Provide high-quality administrative and tactical support to program staff to facilitate the effective operation of the Learning team:

• Department Operations and EOS Integration: Oversee daily operations and quarterly priorities, serving as the “EOS integrator” to align department strategies with organizational goals.
• Scheduling and Planning: Manage meeting scheduling, logistics, and travel arrangements; coordinate attendance and resources for team members and stakeholders.
• Event Planning: Assist in planning and executing program events and workshops, handling logistics, communications, and follow-up to ensure smooth delivery.
• Writing and Proofreading: Draft, edit, and proofread documents, reports, and presentations for clarity and accuracy; support program staff in preparing written materials.

II. Grantmaking Administration – Support the grantmaking process for the Workforce Portfolio/Department, ensuring compliance and operational excellence:

• Grant Processing: Coordinate the full lifecycle of grant administration while adhering to foundation policies and IRS guidelines.
• Data Entry and Management: Maintain accurate records in grant management and data systems; assist in tracking and reporting on grants and program metrics.
• Grantee Relations: Act as a primary point of contact for grantees on administrative matters, managing inquiries, guiding them through the grant process, and assisting with pre-grant information requests.
• Documentation and Reporting: Prepare and organize grant meeting materials, accurately document grant decisions, and track grantee reporting and follow-up.

III. Knowledge Sharing and Communication – Contribute to the team’s knowledge-sharing practices and communications:

• Internal Coordination: Collaborate with Communications and other teams to ensure consistency and accuracy in information shared with stakeholders and the public.
• Department Communications: Accountable for maintaining/updating and providing document management within the department SharePoint page. Works as part of an organizational team to ensure the quality of the SharePoint portal and information resourcing.
• Guidance on Processes: Help program staff understand grantmaking procedures, assist in maintaining up-to-date knowledge of policies, and communicate updates as needed.

IV. Other duties as assigned 

Qualifications & Abilities: 

• Strong organizational and multitasking abilities, with keen attention to detail.
• Ability to drive effective project management by overseeing planning, execution, and delivery of key initiatives, ensuring timelines, resources, and objectives align with organizational goals.
• Excellent written and verbal communication skills, including proofreading and editing.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with grant management or CRM software.
• Ability to manage schedules and logistics with a customer service mindset.
• Event planning experience, including event planning software, coordinating logistics, communicating with vendors, and managing follow-up tasks.

Experience & Education: 

Relevant experience and practiced competencies over specific degrees or concentrations are highly valued. While a particular degree or field of study is not mandatory, candidates should demonstrate how their educational background and hands-on experience align with the requirements of the position. The ideal candidate has the following experience:

• Grants Administration: 1-3 years of experience in a grants or program support role, ideally within a nonprofit, foundation, or similar environment.
• Systems and Database Savvy: Quick learner with the ability to develop expertise in data systems and skilled in using Microsoft 365 or similar applications.
• Administrative Support: Proven experience providing scheduling, meeting coordination, and general administrative support to multiple team members.
• Research and Writing: Experience conducting basic research, summarizing information, and supporting written communications (reports, summaries, etc.).
• Event Coordination: Some experience in planning and executing events or meetings, including logistics coordination and communication.
• Workstyle: Demonstrates flexibility in adapting to changing priorities and deadlines, while balancing independent work with team engagement. Effective collaborator across organizational functions, with strong interpersonal communication skills and the ability to navigate differences to achieve shared solutions.
• Values: Passionate about the Foundation’s mission and committed to building cultural competency and addressing biases and inequities.

This position offers a hybrid schedule and requires in office attendance Tues/Wednesday/Thursday or when work meetings/needs require.  The office is located at 625 Liberty Ave in Pittsburgh, PA and a parking allowance/lease is included in the benefits package.

This position is full-time (35 hours per week) with a compensation range: $69,000 – $74,000, commensurate with experience.

Applications may be submitted directly to The Heinz Endowments online application. Preference is given to those applicants who have professional work experience in grants management.

The Heinz Endowments is deeply committed to building a diverse and inclusive workplace where every team member feels valued and empowered to contribute to our mission. We encourage applications from individuals of all backgrounds, experiences, and perspectives, including women, people of color, LGBTQIA+ individuals, veterans, and persons with disabilities.