Job Opportunities

Program Assistant/Associate

American Art Program

The Henry Luce Foundation is seeking a permanent, part-time (three days per week) program assistant/associate to provide administrative and programmatic support to the American Art Program. The position reports directly to the Program Director for American Art and works with the grants administrator to manage grants workflow.

The program assistant/associate ensures the successful operation of the American Art Program, assisting with correspondence, communication with applicants and grantees, review of proposals and annual reports, scheduling and travel, and preparation for board meetings. The assistant/associate also may assist with strategic planning, research, and the development of new initiatives. The position requires a strong knowledge of the field of American art and art museum practices. The ideal candidate will have excellent verbal and written communication skills, strong organizational and problem-solving skills, high attention to detail, and commitment to the goals of the program and the Foundation.


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

Grants Management
  • Respond to inquiries from grant-seekers and grantees; assist in the review of inquiries and proposals, in consultation with program director
  • Review narrative and financial reports from grantees; provide summaries to program director; draft official grant correspondence
  • Monitor SALESFORCE, the online grants management system, for status of reports, payments, etc.
  • Assist with preparations for board meetings (3 times/year), including grant write-ups
  • Assist with the annual loan exhibition competition, including the creation and maintenance competition spreadsheets and materials, communication with advisory committee, and assistance with annual committee conference call
  • Provide program support as needed, including institutional research, and serving as rapporteur at meetings
  • Maintain knowledge of the program area and support strategic planning and the development of new initiatives as appropriate
Administrative Duties
  • Perform general office and grant-related work, including maintaining program records and expense reporting, updating online grant files, preparing correspondence, responding to requests for information, assisting with planning on- and off-site meetings, and various other tasks as assigned
  • Manage travel arrangements, including transportation, accommodations, and conference registration
  • Handle arrangements for guests and visitors, including catering for meetings
  • Complete monthly expense reports and process reimbursements


The ideal candidate will hold a bachelor's degree and advanced degree in an arts discipline or arts administration; they will additionally have one-to-three years of experience working in an art museum/cultural institution.

Applicants should possess:

  • Demonstrated knowledge of the field of American art and museum organizational practices
  • Administrative experience, preferably in a museum or foundation
  • Excellent written and oral communication skills; analytical and critical thinking; and organizational abilities with precise attention to detail.
  • Ability to read and understand organizational and project budgets
  • Ability to work collaboratively, to balance competing priorities, and to manage a variety of ongoing activities
  • High level of proficiency in all MS Office applications, and web-based research. Previous experience using grant management software is preferred but not required
  • Flexibility, curiosity, and discretion

Please visit our website for further information about The Henry Luce Foundation and the American Art Program.

To apply, please send your resume and cover letter outlining your interest in this position to Include your first and last name and “American Art Assistant” in the subject line and a brief statement on how you heard of this position in the email. Please no phone calls. Application deadline: February 14, 2020.

The Henry Luce Foundation is an equal opportunity employer committed to diversifying its workforce and is firmly committed to complying with all federal, state and local equal employment opportunity (“EEOC”) laws. The Henry Luce Foundation strictly prohibits discrimination against any employee or applicant for employment because of the individual’s race, creed, color, sex, religion, national origin, age, sexual orientation, height and weight, disability, and any other characteristic protected by law. The Foundation abides by all applicable rules and regulations in its recruiting and employment practices including the Americans with Disabilities Act (ADA) and state disability laws. Salary is based on a nonprofit scale and commensurate with experience.