City of Boston

Program Manager (Sr Admin Asst)

Posted Date 2 weeks ago(7/20/2021 12:09 PM)
Req ID
Treasury-Treasury Division
Regular Full-Time
Tre Treasury-Treasury
Salary Min
Salary Max
Contact Email


The City of Boston Treasury Department’s Trust Division is seeking an individual to manage grant making operations, systems, data, and workflow. The Trust Division is part of the City’s Treasury Department. The division manages 300 charitable trust funds. Throughout the City’s history, individuals and groups donated money and set up trusts funds to benefit Boston and its residents. Some trusts have very general goals; others are dedicated to a specific purpose or location. A number of the Trusts award grants.


Brief Job Description (essential functions of the job):


The Program Manager will work with both dedicated Trusts and grant making Trusts as directed by the Trust Manager. The Program Manager is responsible for daily funding activities, including: inviting and processing incoming applications; providing assistance to grant recipients throughout the grant cycle; working with program partners for dedicated trust funds; supporting the trustees, committees and commissions associated with the City of Boston Trusts; working closely with the finance staff to ensure payments are processed and tracked accurately; and optimizing the grants administration process.


  • Assures the smooth flow of funding throughout the cycle, from initial contact to application to closeout.
  • Communicates with grantees to guide them through the application process, provides support and technical assistance to prospective and current grantees, and serves as a key point of contact for grantees around grant-related issues.
  • Reviews grant requests and supporting documentation for adequacy and accuracy.
  • Coordinates and prepares meeting packages, recommendations, reports and presentations. Provide detailed progress reports on the Division’s funding activities.
  • Prepares all correspondence including award letters, decline letters, and renewal awards. Reviews grant reports to ensure requirements are met and address any deficiencies. Coordinates grant modifications.
  • Develops and maintains the program records, including scanning and uploading documents.
  • Develops and maintains a program management system to track progress, provides regular feedback, and to ensures timely completion of project deliverables.
  • Recommends changes in the grants management process and technology to improve efficiency, transparency, compliance, and applicant experience.
  • Attends site visits and meetings, as needed, to provide technical assistance to partners and assess their stated use of funds.
  • Provides support to the finance team with the annual audit and Form 990PF preparation.
  • Undertakes special projects to further institutional goals and assist in planning projects related to the Trust Division’s current, historical and future funding programs.
  • Serves as a liaison with other departments, as directed by Trust Manager.
  • Performs other duties as required.

Minimum Entrance Qualifications:

  • At least three (3) years of full-time or equivalent part-time, professional experience in accounting, finance, auditing, or related field. A bachelor’s degree in accounting, finance, business administration or a related field may be substituted for two (2) years of the required experience.
  • Proficiency in applying accounting and finance skills with projects and procedures.
  • Intermediate to advanced experience with Microsoft Word, Excel and PowerPoint highly preferred. Working knowledge of Oracle PeopleSoft Financial application preferred.
  • Ability to collect, organize, and interpret financial data. Ability to compare data from a variety of sources for accuracy and completeness.
  • Ability to adapt to changes in work situations and priorities; to meet schedules and deadlines of the work unit.
  • Ability to communicate effectively orally and in writing; to follow oral and written instructions and procedures; to conduct research and to review data; and to work independently as well as in diverse teams and experience building strong relationships across a range of functional areas.
  • Strong quantitative and analytical skills. Ability to reason/analyze and use logic to identify and resolve issues; verify and maintain accuracy of detailed data and information, detect data errors.
  • Strong organizational and project management skills preferred.
  • Ability to exercise good judgment and focus on detail as required by the job.

Related Skills & Other Requirements:

  • Ability to define objectives and consistently meet deadlines.
  • Exceptional attention to detail and organizational skills.
  • Strong program management skills.
  • Ability to work independently and collaboratively.
  • Ability to create and refine systems to ensure good grantmaking.
  • Solid judgment and critical thinking skills.
  • Positive attitude, sense of humor and a commitment to being a part of an energetic, demanding work environment.
  • Fluency in a second language desirable.


Boston Residency Required


Union/Salary Plan/Grade:MM-5

Hours per week: 35





Union/Salary Plan/Grade:  SENA/MM1-5

Hours per week:  35




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