Full-Time Program Associate, Environment – Western Conservation and Wildfire
About the Foundation:
The William and Flora Hewlett Foundation is a nonpartisan, private charitable foundation that advances ideas and supports institutions to promote a better world. For more than 50 years, we have supported efforts to advance education for all, preserve the environment, improve lives and livelihoods in developing countries, promote the health and economic well-being of women, support vibrant performing arts, and strengthen Bay Area communities. In addition, we also make grants for special projects and to address other timely problems, such as challenges related to cybersecurity. Our newest program focuses on strengthening U.S. democracy. In 2020, the foundation announced a new grantmaking commitment focused on racial justice. The Hewlett Foundation’s assets are more than $10 billion with annual awards of grants totaling more than $450 million. More information about the Hewlett Foundation is available at: www.hewlett.org
About the Environment Program:
The foundation’s Environment Program focuses on conservation of the North American West and addressing climate change. We are committed to clearly identifying our goals and measuring progress toward them. Our team is made up of 10 program staff, plus additional staff support from the communications, grants management, and legal departments. Additional information about the program is available here.
About the Position:
The Program Associate will support the Western Conservation Program Officer and the Environment Program Fellow, who manages our wildfire grantmaking. The position will report to the Western Conservation Program Officer.
The Program Associate manages a heavy load of grantmaking in Salesforce; processes contracts; communicates with grantees regarding proposals, budgets, and grant reports; manages the Western Conservation program budget, and engages in other activities toward advancing the foundation’s Western Conservation grantmaking strategy and Environment team objectives.
Essential Duties and Responsibilities:
The Program Associate’s duties will include but not be limited to:
Grants Administration and Contracts (60 percent)
- Relationship-building and coordination:
- Develop and maintain strong relationships with grantees, funders, and other potential partners to advance the foundation’s mission in priority areas.
- Respond to grantee and contractor questions about the grants or contracts process or materials.
- Liaise with Grants Management, Legal, Finance and Accounting, and obtain legal and foundation-required documents when advancing contractors and grants.
- Process a very high volume of grants for the Western Conservation and Wildfire portfolios:
- Track deadlines and proactively working with grantees to ensure timely document submissions, proposal reviews, legal compliance, and other internal reviews.
- Enter proposal data in grants database (transitioning now to Salesforce) and program budget planner. Completes grant coding, including adding/updating grant contacts, scheduling payments or program contingencies, and entering wire transfer information. Ensure timely review and processing of closing reports.
- Review and analyze documents submitted by contractors and grantees and share timely updates and summaries for the program staff regarding legal compliance and other issues that may arise during review of grant proposals and contracts.
- Stay up to date on legal compliance issues that the grant portfolios present and develop expertise in managing complex compliance issues.
- Track the status of approved grants or contracts through completion of payment process and closure, including entry into both a grants management system (GMS) and a budget tracking system, keeping information current and ensuring appropriate flow of grants against board timelines.
Administrative Support (35 percent)
- Provide calendaring and scheduling support for program staff as needed, including assistance planning and hosting large meetings.
- Prepare and submit consultant invoices and reimbursements in a timely manner.
- Understand and apply internal policies and systems.
- Work with program staff to effectively prioritize workload, triaging deliverables to meet deadlines.
Team Engagement (Five percent)
- Contribute to projects that improve skills, culture, and workflow of the Western Conservation team and broader Environment Program, as needed.
- Prepare for and participate in Western Conservation program presentations and briefings for staff, grantees, and funding partners.
- As interested, there are opportunities for the Program Associate to participate in and lead individual projects that advance the Foundation’s Western Conservation strategy.
- Ability to meet tight, sometimes simultaneous, deadlines with a keen ability to prioritize and partner with others to meet common goals.
- Proven ability to work as a strong, contributing member of a team.
- Advanced experience in MS Office, especially Word, Excel, Outlook, and PowerPoint; experience with Salesforce a plus.
- Experience in web-based document management tools and practices. Willingness to learn new software tools and use them for program support.
- Proficiency with problem solving, analysis, and applying appropriate level of judgment.
- A commitment to diversity, equity, and inclusion.
- Positive attitude, sense of humor, and a commitment to being part of a team-oriented, inclusive work environment.
- Associate’s degree desired, bachelor’s degree preferred.
Physical Demands/Work Environment:
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is required to spend extended hours at the computer. Foundation employees are working remotely through September 2021. When we do return the Menlo Park office, it will be consistent with health and safety protocols and local guidelines.