Full-Time Administrative Coordinator
Job Description
We are actively looking for an experienced administrative and operational support person to join our team within the David and Lucile Packard Foundation to perform a hybrid role of document management and administrative support. The successful candidate will have great judgment skills, be detail-oriented, have excellent project management skills along with the demonstrated skills to work effectively with others. This position oversees the coordination of materials for quarterly Foundation Board of Trustee meetings and administrative support responsibilities. This person should enjoy a variety of work, and have the desire to contribute to the work of the Foundation and its grantees.
We are a family foundation that is guided by the enduring business philosophy and personal values of Lucile and David Packard, who helped found one of the world’s leading technology companies. Their approach to business and community participation has guided our philanthropy. Today, their children and grandchildren continue to help guide the work of the David and Lucile Packard Foundation (Foundation). The Foundation makes grants at the local, state, national, and international level.
We work on the issues our founders cared about most, which are improving the lives of children; enabling the creative pursuit of science; advancing reproductive health; conserving and restoring the earth’s natural systems; and supporting and strengthening an array of local nonprofit organizations.
In 2016, the Foundation plans to make grantmaking awards of approximately $300M. A staff of 120 conducts the day-to-day operations and a Board of Trustees oversees the work of the Foundation. David and Lucile Packard passed on to the Foundation the following core set of values: integrity; respect for all people; belief in individual leadership; commitment to effectiveness; and the capacity to think big. More information about the Foundation can be found at www.packard.org.
This position will be a member of the Evaluation and Learning team and report to the Program Operations Manager for Organizational Effectiveness, and Evaluation and Learning.
Responsibilities
Board Docket Coordination
• Works closely with the President’s Office to coordinate the quarterly Board meeting materials process
• Communicates timeline and priorities to the Docket Team
• Manages and formats files, and coordinates processes with Foundation management and external printer
• Participates actively in document review, which includes document management, proofreading, editing, high attention to details, and actively escalating revisions to appropriate Foundation management
• Uses excellent communication and organizational skills to prepare and complete Board materials on time and with great accuracy
• Collaborates with programs and departments on related projects, ensuring appropriate inter-departmental communication and appropriate flexibility
• Works gracefully under peak deadline pressures, ensuring objectives are achieved within Foundation standards
• Maintains and updates the Board of Trustees site
• Coordinates on-line, electronic, and archive versions of all of the above
• Proposes and implements process improvements
Administrative Support
• Provides executive administrative support for the Vice President and Director of Programs: including scheduling internal and external meetings, occasional travel arrangements, monthly expense reports, and other special projects as assigned
Evaluation and Learning (E&L) Team Support
• Maintains Foundation Learning Calendar including coordinating with various Foundation staff to update and communicate upcoming cross-Foundation learning events
• Participates in E&L team meetings
• Works to enhance and improve department processes and increase efficiencies
• Supports E&L Manager and team scheduling
• Performs administrative and operational processes for grants as needed; including creating, organizing, maintaining, and updating accurate electronic grant files, data, and reports, and maintaining written and telephone communication with grantee organizations
• Handles special projects as assigned
Skills and Requirements
• Demonstrated experience in document management and production
• Project management skills and experience in documenting and implementing process improvements
• Excellent judgment skills and orientation to detail and accuracy
• Experience working effectively and well with others; highly dependable and trustworthy
• Excellent written and oral communication skills with attention to written grammar
• Excellent technical skills, including proficiency in MS Outlook, Word, Excel, SharePoint, database experience desired
• Comfortable and skilled with technology
• Ability to work independently and on a team, manage time efficiently and meet timelines, handle and prioritize multiple tasks, and remain calm and constructive under pressure
• Ability to organize work for easy retrieval and reporting and use and develop tracking systems
• Ability to anticipate information needed as work develops
• Skilled in building relationships that smooth work; work well with others in a professional, courteous, culturally sensitive, and tactful manner
• Willingness and flexibility to work occasional overtime
Physical Requirements
Candidate must have the ability to communicate via voice telephone, read and understand written communication, and generate written communication manually and using a computer. Candidate must also be able to work at a desk for long periods of time (2-3 hours), lift and move documents and supplies (not to exceed 25 lbs.), and bend to file or retrieve documents.
Education and Experience
BA degree preferred or equivalent education and experience with a minimum of 5 years of relevant document management and administrative support work experience
Benefits and Compensation
The Foundation offers an excellent benefits package and a salary that is commensurate with related work experience. This position is located in downtown Los Altos, CA. It is full-time and nonexempt.