The Program Associate will support the Western Conservation Program Officer. This individual manages the administrative aspects of the grantmaking process, communicates with grantees regarding proposals, budgets, and grant reports, and assists with scheduling and other duties. The Program Associate may be assigned from time to time to research issues, programs, and organizations to assess their potential fit with Hewlett Foundation funding strategies or other special projects as needed.
About the Environment Program
The Environment Program focuses on three issue areas: climate change and energy policy, western conservation policy, and environmental issues affecting poor communities in the San Francisco Bay Area. We are committed to clearly identifying our goals and measuring progress toward them. Additional information about the Program is available at www.hewlett.org/programs/environment
Essential Duties and Responsibilities
The Program Associate’s duties will include but not be limited to:
Grants Administration and Grantee Interface (40 percent)
- Manages a high volume of grants through proposal application processes by planning, coordinating, and tracking communications, document submissions, proposal review, and legal compliance timelines.
- Develops and implements proposal submission timelines to meet foundation deadlines.
- Ensures organizations meet reporting requirements and deadlines.
- Participates in meetings and calls, and answers grantee questions throughout the entire grant cycle.
- Coordinates the development and delivery of grantee proposal webinars and/or other communications to explain complex proposal requirements in everyday terms.
- Enters proposal data in grants database and program budget planner. Completes grant coding, including adding/updating grant contacts, scheduling payments or program contingencies, and entering wire transfer information.
- Reviews and analyzes documents submitted by grantees, and helps prepare written recommendations about grants for consideration by the foundation’s board of directors.
- Works with Grants Management staff to ensure legal compliance on proposals and reports.
- 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.
- Reviews and assesses incoming letters of inquiry through the grants databases.
- Liaises with Grants Management, Legal, Finance and Accounting, and obtains legal and foundation-required documents.
- Develops and maintains strong relationships with grantees, funders, and other potential partners to advance foundation agendas in priority areas.
- Improves program systems for obtaining knowledge on grantee organizational health.
- Tracks annual grants budgets for the assigned portfolio.
Program Support (20 percent)
- Assists Environment team in preparing, formatting, and editing final versions of docket material for the foundation’s three board meetings each year.
- Manages progress metrics collection website and coordinates grantee reporting of annual progress.
- Collects information from prospective consultants and prepares consultant agreements. Manages consultant agreement process, including contract checklists and questionnaires, and coordinates contract reviews with the Legal department.
- Contributes to projects that improve efficiency and workflows of the Environment Program as needed.
- Applies program knowledge in responding to inquiries in a courteous and timely manner.
Administrative Support (40 percent)
- Provides calendaring and scheduling support for Program Officer, including assistance setting up one-on-one and group meetings.
- Provides travel planning support for program activities, site visits, conferences and meetings.
- Organizes team-wide meetings, such as retreats, and team-based opportunities for learning and holistically integrating their work across a spectrum of activities.
- Coordinates and organizes seminars and technical meetings, including off-sites, webinars, or videoconferences.
- Researches and provides background information for meetings and presentations; compiles reference materials as needed; prepares agendas and takes minutes as appropriate.
- Drafts and develops routine business correspondence on behalf of the Program Officer; responds on their behalf to requests for information and commitment of time.
- Prepares and submits expense reports.
- Prepares and submits consultant invoices and reimbursements.
- Understands and applies internal policies and systems.
- Strong administrative and project management skills and experience, including the ability to plan and manage projects both independently and with colleagues.
- Proven organizational skills, including attention to detail and the ability to multi-task.
- 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 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 in web-based document management tools and practices.
- Proficiency with problem solving, analysis and applying appropriate level of judgment.
- Experience with grants processing and grants database an asset.
- Positive attitude, sense of humor, and a commitment to being part of and building a positive work environment.
- Sets high standards for performance.
- Associate 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.
Please send a resume and cover letter explaining how your skills fit this position to the attention of Human Resources, The William and Flora Hewlett Foundation at [email protected] (Subject Line: [Your Name] – Program Associate, Environment)