Full-Time Program Associate, Environment
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, it has supported efforts to advance education for all, preserve the environment, support vibrant performing arts, strengthen Bay Area communities, make the philanthropy sector more effective, and foster gender equity and responsive governance around the world. In addition, we also make grants for special projects and to address other timely problems. Our newest program focuses on strengthening U.S. democracy, and in 2020, the foundation announced a new grantmaking commitment focused on racial justice. The Hewlett Foundation’s assets are more than $14 billion with annual grant awards totaling more than $600 million. More information about the Hewlett Foundation is available at: www.hewlett.org.
About the Environment Program
The Environment Program focuses on climate change and clean energy, as well as Western conservation. 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 from the communications, grants management, and legal departments. Additional information about the program is available here.
About the Position
The Program Associate (PA) will support the Environment Program Director’s multilateral climate grantmaking portfolio and other program officers as needed. This individual manages the administrative aspects of the grantmaking process, and communicating with grantees regarding proposals, budgets, and grant reports. The Program Associate may also research issues, programs, and organizations to assess their potential fit with Hewlett Foundation funding strategies. This individual will also support strategy development and implementation.
Essential Duties and Responsibilities
The Program Associate’s duties will include, but not be limited to:
Grants Administration and Contracts
- Manages a high volume of grants through the full grant lifecycle, from the proposal application process, to grant reporting and closing of grants.
- Implements processes to plan, coordinate, and track communications, timelines, and documents related to grants. Ensures grants meet reporting requirements and deadlines.
- Stays up to date on the common legal compliance issues that the grant portfolio presents and continues to develop expertise in managing complex compliance issues.
- Acts as liaison to the grants management and legal officers for relevant program grant processing, including such details as scheduling reports and payments, tax information (domestic and foreign) on grantees, and resolving any legal issues.
- Organizes, composes, and manages program mailings and communications with current and potential grantees.
- Manages, tracks, and forecasts program officers’ annual grants budget.
- Tracks 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.
- Prepares consulting agreements and serves as point of contact for consultants, including processing of invoices and other foundation administrative processes, as needed.
- Supports the Program Director in funder convenings, meetings, and maintaining funder relationships.
- Works with Program Director to effectively prioritize workload, triaging deliverables to meet deadlines.
Programmatic and Strategic Support
- Supports the Program Director on multilateral climate portfolio strategic initiatives.
- Regularly participates in meetings with Program Director to provide strategic support and thought partnership, including record keeping and follow-up with both internal and external participants.
- Researches and prepares background information for meetings and presentations, and compiles reference materials, as needed.
- Travels to and participates in US and international climate events, conferences, convenings, and grantee visits.
- Participates in teamwide projects, such as efforts on diversity, equity, and inclusion.
- 1-5 years’ experience providing complex administrative support required.
- Bachelor’s or associate degree (or equivalent work experience) desired.
- Strong commitment to the environment and combatting climate change, prior experience in global/multilateral climate policy a plus.
- Excellent administrative and project management skills and experience, including the ability to plan and manage projects both independently and with colleagues.
- Experience in budget management.
- Strong organizational skills, including attention to detail and the ability to multitask.
- Ability to meet tight, sometimes simultaneous, deadlines with a keen ability to prioritize and partner with others to meet common goals.
- Ability to work as a contributing member of a team to deliver philanthropic services in a clear, efficient, collegial manner.
- Strong oral and written communication skills.
- Advanced experience in MS Office: Word, Excel, Outlook, PowerPoint, and Adobe; 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.
- Experience with grants processing and grants database preferred, but not required.
- A commitment to diversity, equity, and inclusion.
- Positive attitude, sense of humor, and a commitment to being part of, and building, a positive work environment.
- Proficiency in a second language (Chinese, Spanish) is a plus.
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 regularly required to sit for extended periods of time and to travel via various modes of transportation for extended periods of time. The Program Associate role will be based in Menlo Park, California. The foundation has adopted a hybrid work environment with the expectation of three days in the office per week.
The foundation requires all staff, vendors, and visitors accessing our office to be fully vaccinated (including boosters when eligible) against SARS-CoV-2, the virus that causes COVID-19.
Compensation and Benefits
The Hewlett Foundation is committed to providing compensation that is competitive within the philanthropic sector. We offer a generous total compensation package that emphasizes both base salary and comprehensive benefits. The salary range for this role starts at $78,000. Offers are based on the candidate’s years of experience and our practice of maintaining salary equity within the foundation.