Program Officer

Reports to: President
FLSA Status: Exempt
Salary: $80,000 – $90,000

About the Vilcek Foundation

What We Do

The Vilcek Foundation raises awareness of immigrant contributions in the United States and fosters appreciation of the arts and sciences.

Who We Are

The foundation was established in 2000 by Jan and Marica Vilcek, immigrants from the former Czechoslovakia. Our mission was inspired by the couple’s respective careers in biomedical science and art history, as well as their personal experiences and appreciation for the opportunities offered to them as newcomers to the United States.

Responsibilities

The Program Officer is responsible for general support to the President. This role helps to create and maintain a favorable public image for the Foundation. They are responsible for providing administrative and logistical support for the Vilcek Prize and the Vilcek Prize for Creative Promise programs, the annual prizewinner reception, programs related to these prizes, and support the Vilcek Foundation website as needed.

Administration and Management of the Vilcek Prizes (VP) and Vilcek Prizes for Creative Promise (CPP):

  • Research and propose candidates for consultant(s) in the arts and humanities and get approval from senior management. Work closely with consultants to develop and shape prizes for each category (VP and CPP).
  • Review consultant’s deliverables and give feedback.
  • Set detailed time schedule and deadlines from planning to announcement.
  • Oversee design and production of awards objects.
  • Collaborate with the Communications Department for prize-related advertisement campaigns. 
  • Prepare lists of candidates and coordinate preliminary selections and jury meetings (VP).
  • Lead mass and targeted email outreach campaigns to promote call for applications in all categories (CPP).
  • Build, test and manage applications in Salesforce. Pre-screen each submitted application for eligibility and completeness, acknowledge receipt, record and file submitted applications (CPP).
  • Answer inquiries from applicants and notify all applicants with application results (CPP).
  • Work with consultants  and screeners to prepare and distribute shortlists (CPP).
  • Draft forms and materials needed for selection processes. 
  • Assist in selection and coordination of juries. 
  • Liaise with consultant, advisor, screeners, and jurors as needed. 
  • Communicate with prizewinners as a primary contact.
  • Schedule and disburse prizewinner payments and jury and consultants honoraria.
  • Arrange shipping/delivery of award objects.
  • Create a set budget and track expenses and invoices, including honoraria, publicity, design, photo services, etc. and make sure that expenses do not exceed the budget.

Vilcek Prize for Excellence:

  • Set detailed time schedule and deadlines from planning to announcement.
  • Liaise with Co-Founders and President for selection of prizewinner(s).
  • Coordinate photoshoots for prizewinners.
  • Oversee design and production of diploma.
  • Create a set budget and track expenses and invoices.

Marica Vilcek Prize for Art History and other awards:

  • Set detailed time schedule and deadlines from planning to announcement(s).
  • Liaise with Co-Founders and President for selection of prizewinner(s).
  • Coordinate photoshoots for prizewinners.
  • Organize prizewinner events with Co-Founders and President.
  • Create a set budget and track expenses and invoices.

The Vilcek Foundation Prizes Annual Prizewinner Reception:

  • Conduct venue searches and negotiate event contracts.
  • Coordinate travel details for prizewinners and guests. 
  • Manage travel reimbursement requests and expenses.
  • Maintain invitation lists and oversee RSVP’s and check-in management.
  • Hire photographers and provide instructions and shot lists. Collect and distribute photos among guests.

Other General Requirements:

  • All staff members are expected to provide general support to the President as needed. 
  • All staff members are expected to help greet visitors as needed.
  • All staff members are expected to ensure that all correspondence sent from the Foundation is handled in a professional and accurate manner.
  • All staff members are expected to perform additional duties as assigned.
  • Maintaining a convivial atmosphere and cooperative spirit at the workplace is highly desirable.
  • All staff members are expected to maintain up-to-date contact and organizational records in Salesforce.

Physical Requirements

This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with staff, access files, office equipment, and professionally hold and condition-report physical prize trophies. The Vilcek Foundation is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the foundation will ensure that persons with disabilities are provided reasonable accommodations.

Skills and Requirements

  • Applicants must have a B.A. degree and be authorized to work in the United States.
  • 5 years of prior nonprofit administration and program experience is required.
  • First-hand knowledge of Salesforce or similar database management applications is required.
  • Proficiency in Microsoft Office and Google Workspace applications is required.
  • Prior work experience in public relations/event planning is a plus.
  • Excellent oral and written communication.
  • Outstanding organization, detail orientation, and self motivation.
  • Outstanding interpersonal skills, a professional, courteous manner, and comfort interacting with the public is ideal.
  • The position requires the ability to work independently and within a team environment. A strong passion for the Vilcek Foundation’s mission is ideal.

Our Benefits

  • Dental & Vision Reimbursement Plan
  • Flexible Spending Account
  • Tuition & Student Loan Reimbursement
  • 401k and Employer Match
  • Generous Vacation
  • Life Insurance
  • Paid Holidays
  • Professional Development

Compensation

Annual salary $80,000 to $90,000, commensurate with experience.

How to apply

Please email your cover letter and resume as a single PDF to humanresources@vilcek.org

The Vilcek Foundation is an equal opportunity employer. In accordance with anti-discrimination law, it is the purpose of this policy to effectuate these principles and mandates. The Vilcek Foundation prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, sex, religion, national origin, age, sexual orientation, physical ability and neurodiversity status, ethnicity, gender identity or expression, marital status, pregnancy/parenthood/familial status, domestic partnership status, genetic predisposition or carrier status, military status or any other characteristic protected by law. The foundation conforms to the spirit as well as to the letter of all applicable laws and regulations.