Full-Time Program Operations Assistant
Job Description
Position Overview
The Population and Reproductive Health (PRH) Program’s goals are to promote women’s reproductive health and rights and stabilize population growth. It is one of four core programs at the David and Lucile Packard Foundation based in Los Altos, California. This position provides administrative assistance to the team to support the work of the 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, who helped found one of the world’s leading technology companies. Today, their children and grandchildren continue to help guide the work of the Foundation. Their approach to business and community participation has guided our philanthropy for 50 years. We work on the issues our founders cared about most: 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 of the Foundation and a Board of Trustees oversees the work of the Foundation. David and Lucile Packard passed onto 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.
PRH Program
PRH has two goals: 1) to promote women’s reproductive health and rights, and 2) to stabilize population growth. We focus our efforts in South Asia, Sub-Saharan Africa, and the United States. We make grants to strengthen service delivery systems, build leadership and advocacy capacity, and change social norms that undermine sexual and reproductive health and prevent women and girls from making their own reproductive choices and accessing services. The PRH team is committed to teamwork and collaboration.
Position Description
We seek a flexible assistant to perform administrative and operations support with the related work experience and judgment to handle multiple tasks well.
Responsibilities
Administrative Support
• Process expenses for the PRH team
• Support travel logistics by performing research, compiling materials/binders for travelers, and coordinating with local advisors
• Schedule and support preparation for program-wide meetings, including monthly staff meetings and quarterly learning sessions, as well as large scale meetings requiring coordination with staff, facilities, and catering
Operations Support
• Reconcile expenses with the budget and update monthly projections
• Coordinate invoice processing
• Prepare Excel trackers for various financial or budgeting processes
• Maintain shared drive organization and document archives
• Support trainings of local team and international advisors through creation of reference materials and coordination of live and online sessions
• Coordinate with Foundation departments, including Finance, Controller’s Office, Workplace Services, and IT, to stay up to date on related operations policies and processes; occasionally serve on Foundation-wide teams
• Other duties or projects as assigned
Knowledge and Skills
• Strong aptitude for, and interest in, financial and operational processes
• Experience with MS Outlook, Word, Excel, and PowerPoint and ability to learn other software as needed
• Excellent written and verbal communication skills
• Demonstrated ability to coordinate a variety of stakeholders
• Ability to handle multiple priorities and meet deadlines; and anticipate and respond to work requests
• Skills in developing and maintaining positive work relationships and building teamwork
• Interest in reproductive health issues
• Demonstrated respect for diversity and multicultural sensitivity
• International experience a plus
• Consistent, dependable, and willing to work overtime when needed
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 2-3 hours at a time, lift and move documents, and supplies not to exceed 25 lbs., and bend to file and retrieve documents.
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.