Full-Time Program Associate
Job Description
Overview of the Packard Foundation and the Conservation and Science Program
The David and Lucile Packard Foundation (Foundation) is 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 for over 50 years. Today, their children and grandchildren continue to help guide the work of the Foundation. The Foundation makes grants at the local, state, national, and international level.
The Foundation works on the issues their 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. A staff of 120 conducts the day-to-day operations and a Board of Trustees oversees the work of the Foundation. For 2016, the Foundation expects to make grantmaking awards of over $300 million. 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.
The Conservation and Science Program is focused on the challenge of sustainability, finding development paths that meet human needs while protecting and restoring the ecological systems upon which all life depends. We invest in action and ideas that conserve and restore ecosystems while enhancing human well-being. The Foundation supports initiatives to secure public policy reforms and changes in private sector practices, and scientific activities that develop knowledge and tools critical for addressing current and future priorities. Within the Conservation and Science Program, the Western Pacific strategy focuses on a region that is home to rich marine biodiversity but has some of the world’s fastest growing populations and economies that place tremendous stress on its resources. Our goal is to restore and ensure the health and productivity of coastal marine environments in the face of rapidly increasing pressures, in particular from overfishing.
Position Description
We seek an experienced program associate who will report to the program officer responsible for program operations and will provide associate-level support for the Western Pacific program officer. Duties will include, but not be limited to, the following:
• Maintain positive and productive relationships with a wide range of organizations and individuals; meet with grantees and partners and attend conferences as time allows
• Know and understand the Western Pacific strategy; participate in strategy refinement and monitoring, evaluation, and learning as needed
• Contribute to the timely preparation of the monthly grant process, quarterly grant docket, and annual dashboard documents and processes
• Create and maintain grant files according to Foundation polices; use Fluxx to manage individual grant information
• Monitor the strategy’s grant budget and maintain the strategy’s grant tracking system
• Facilitate the development and management of the strategy’s administrative budget
• Meet Foundation, Conservation and Science Program, Western Pacific strategy deadlines while producing work that meets or exceeds quality guidelines
• Compose, proofread, and correct documents such that no further checking is required
• Monitor grants for Foundation legal, financial, and program compliance requirements
• Proactively research and assemble relevant information for correspondence, reports, and meetings
• Coordinate specific team calls and team calendaring as appropriate
• Schedule on-site and off-site meetings for both internal and external participants
• Participate in and lead meetings to produce collaborative work products and improve processes; as needed take notes, keep records, and track and follow up on action items
• Respond in a timely, professional, and courteous manner to inquiries and other requests for information
• Compose progress reports, general correspondence, denial letters, and other documents
• Track meeting expenses and work with staff to ensure attendees are reimbursed in a timely fashion
• Organize and maintain departmental electronic and paper files
• Work closely and effectively with other members of the Conservation and Science program support team
• Other duties or projects as assigned
Knowledge, Skills, and Abilities
• Knowledge and understanding of and interest in issues pertaining to Western Pacific strategy preferred
• Meets all deadlines and completes all tasks with a high degree of accuracy and dependability
• Highly effective written and oral communications skills; actively participates in group meetings
• Detail-oriented and with excellent proofreading skills
• Multitasks with well-developed organizational skills
• Manages and prioritizes own time and uses strong judgment skills to handle non-routine matters
• Anticipates information needed by others as situations and projects develop
• Consistently interacts with others in a professional, courteous, and tactful manner; maintains a positive attitude and good working relationships
• Works well with colleagues, consultants, funders, and grantees across many diverse cultures and backgrounds
• Coordinates among different time zones; is available for occasional early morning or evening calls
• Demonstrated leadership skills and ability to suggest and implement process improvements when needed
• Works independently and as a productive team member in varied activities and projects
• Flexible and able to work with humor and grace under pressure
• Excellent skills and strong knowledge of Microsoft Office products (Outlook, Word, Excel, and PowerPoint)
• Willing to learn and become proficient at computer applications including Fluxx and Microsoft SharePoint
• Consistent and dependable for full-time work and is willing to work overtime when occasionally required
• Able and willing to occasionally travel to conferences and grantee site visits both domestically and internationally
Physical Demands
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 have the ability to sit at a desk for 2 to 3 hours at a time, lift and move documents, and supplies not to exceed 25 lbs., and bend to file and retrieve documents.
Education and Experience
College degree or equivalent education and experience; and a minimum of 4 years of administrative experience
Benefits and Compensation
The Foundation offers an excellent benefits package and a salary that is commensurate with education and related work experience. The position is located in Los Altos, CA. It is full-time and nonexempt.