Full-Time Program Associate
Job Description
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. Today, their children and grandchildren continue to help guide the work of the Foundation. Located in Los Altos, CA, 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.
Organizational Effectiveness (OE) is rooted in the belief that organizations are more effective when they are equipped with the fundamentals of thoughtful strategy, strong leadership, and sound operations. We partner with grantees, helping them strengthen these fundamentals so they can focus on achieving their missions. We make grants to key grantees of the Foundation to build their core strengths in areas like strategic and business planning, financial management, board and executive leadership, and communications capacity. We also make grants to build these capacities among groups of leaders and cohorts of grantees, through initiatives called Partnership Projects—so that nonprofit leaders can share knowledge, learn from their peers, and grow their networks. Finally, we make grants to strengthen the field of philanthropy and administer discretionary grantmaking on behalf of the CEO and Board of Trustees.
We are looking for an experienced administrative and operational support person to join our team as a program associate. This person should enjoy a variety of work, have great judgment skills, and have the desire to contribute to the work of the Foundation and its grantees. This position will reports to the Program Operations Manager. This is an excellent opportunity for someone who can master complex grants administration processes, while working on a broad range of content areas.
Responsibilities
Grantmaking
• Perform administrative and operational processes for OE grants, including complex international grants
• Process grants from letter of inquiry through the post-award process, including creating, organizing, maintaining, and updating accurate electronic grant files
• Communicate via email, telephone, and in-person with grantees and others
• Organize, enter, track, and file data; run regular and customized reports
• Support the grantee reporting process by sending reminders, reviewing reports, and coordinating with consultant evaluators as appropriate
• Support the team’s evaluation processes, including coding, cleaning, and analyzing data and producing reports
• As needed, support Program Officers in grantee relations, research, grant scoping, and program development
Administrative and Departmental
• Anticipate and schedule meetings for the program, and ensure materials are available prior to meetings
• Handle confidential and non-routine information
• Engage in social media activities on behalf of the program; help to maintain website
• Compose routine correspondence and presentations. Proofread and edit documents, as requested
• Sort and prioritize mail and email
• Keep records of action items and follow up as necessary
• Work to enhance and improve department processes and increase efficiencies
• Represent the team and the Foundation in a positive way in all interactions
• Provide occasional support to other functions and back-up others
• Handle special projects as assigned
Skills and Requirements
• Experience in successfully working on program administrative processes
• A passion for helping to support and develop outstanding nonprofit leaders, organizations, and networks. Past experience with nonprofits and grants management a plus. Interest or past experience related to conservation or reproductive health a plus
• Excellent judgment skills and orientation to detail and accuracy
• Excellent written and oral communication skills with attention to written grammar
• Excellent technical skills, including proficiency in Outlook, Word, Excel, and PowerPoint; database experience desired, experience with Fluxx preferred
• Technology and media savvy; fluency in common social media platforms and comfortable learning new technology tools for organizing and communicating work
• 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
• Anticipates information needed as work develops
• Skills 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
• Sense of humor
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 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 full-time, nonexempt, and located in downtown Los Altos.