Full-Time Program Operations Manager
Job Description
The Conservation and Science Program team seeks a skilled and committed Program Operations Manager. This position presents the right candidate with a dynamic opportunity to work within a dedicated organization and with a passionate program team. Our grantmaking is focused on ocean and land conservation, climate change mitigation, and scientific research. We invest in action and ideas that conserve and restore ecosystems while enhancing human well-being.
The David and Lucile Packard Foundation
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. 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 more than 50 years. For 2016, the Foundation expects to make grantmaking awards of over $300M.
The David and Lucile Packard Foundation (Foundation) works 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.
The Conservation and Science Program (C&S) 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.
Program Operations Manager Description
Reporting to the C&S Program Director, the Program Operations Manager (POM) is responsible for overseeing all operational aspects of the C&S Program. In support of C&S program goals and commitment to effective grantmaking, the POM offers leadership to support effective operational systems, processes, and policies. In this role, the individual also ensures the program’s operations are working in accordance with Foundation-wide policies and procedures with legal, finance and administration, human resources, information technology, workplace services, and facilities. The POM is responsible for managing and supporting the professional development of a 9-person program support team. The individual serves as a member of the Foundation’s Management Team and a cohort of other POMs. In addition to these management and operational responsibilities, the position will also work closely with the Program Director to provide program management for the Western Land and Water Conservation strategy.
Approximate responsibility loading will be 50% people management, 30% operations management, and 20% program management. Specific responsibilities of the position include but are not limited to:
• Hiring, managing, coaching, and developing members of the program support team, consistent with the Foundation values and policies.
• Conducting performance reviews, and supporting learning plans and development goals.
• Understanding the needs of the program support team within C&S and the Foundation, while managing the team to meet the needs of the program’s and Foundation’s mission and goals.
• Working closely with program officers to support effective working relationships with members of the program support team.
• Overseeing program operations to seek operational effectiveness, efficiency, and alignment with program goals and the Foundation’s policies and practices.
• Serving as a problem solver and thought partner to the Director and Deputy Director
• Contributing to, developing, and overseeing operational infrastructure, systems, and processes that ensure effective grantmaking processes. Assessing and improving the same to support effectiveness of the overall team
• Providing regular updates and reports on operations to the Director, Deputy Director, C&S team, and others.
• Overseeing the annual planning and ongoing processing of grants, ensuring that grants are processed accurately, in a timely manner, and in accordance with Foundation policies and procedures.
• Overseeing the operating and grants budgets, tracking spending, and the contracts process.
• Overseeing the C&S Board material production and timelines.
• Providing input into Foundation operations projects and sometimes leading projects.
• Reviewing and providing input to written materials, researching and staying abreast of grant-related issues.
• Representing the Program Director and the C&S team in a professional way in all interactions and in alignment with team goals and the Foundation’s values.
• Overseeing, planning, and managing program-wide meetings, including team meetings and retreats.
• Working with the Program Director, manage the implementation of the Western Land and Water Conservation strategy including grantmaking and on-going monitoring and evaluation of results.
Knowledge, Skills, Abilities, and Attributes
We seek a candidate with the following:
Professional Qualifications
• Bachelor’s degree and a minimum of 7 years of relevant work experience; a graduate degree is a plus
• Strong team management experience and a demonstrated ability to lead, motivate, develop, and advocate for team members in alignment with organization values, mission and goals
• Experience working with complex operations, workflows, and systems
• Experience with budgets and quantitative aptitude
• Exceptional interpersonal skills with an ability to consistently maintain good working relationships, and work effectively in a team setting
• Demonstrated ability to provide constructive performance feedback and effectively recommend and communicate needed improvements
• Excellent verbal and written communication skills, including demonstrated proofreading and editing skills
• Strong project management skills, alongside an ability to anticipate, prioritize, and manage multiple tasks. Process improvement experience a plus
• Administratively self-sufficient with advanced proficiency with MS Excel, Word, Outlook, SharePoint, and a willingness to learn additional software and systems as required
Professional and Personal Qualities
• Effective team leader and manager; demonstrated skill in managing and coaching people with diverse work styles, and supporting skills and professional development
• Demonstrated knowledge and passion for the work of the C&S program and the Foundation
• Strong interest and preferably experience in Western U.S. land and water conservation issues. Grantmaking or NGO experience would be significant plus
• Equal knowledge and passion for creating, managing, and adapting operational structures and systems for maximum performance
• Impeccable integrity and trustworthiness, with an ability to handle sensitive information and situations effectively and confidentially
• Demonstrated ability to work both independently and collaboratively as a member of the immediate team as well as with other teams in the Foundation and have the ability to see the larger context and impact of plans and actions taken
• Professional demeanor that demonstrates warmth, dependability, responsiveness, initiative, flexibility, knowledge, and credibility
• Meets deadlines and handles pressure with poise; and responds with grace and flexibility in a rapidly changing environment
• Consistently maintains a positive attitude and builds strong working relationships
• Ability to work well with diverse colleagues with varied personalities and work styles
• Demonstrated respect for diversity and multicultural sensitivity especially within an international context
• Professional and emotional maturity with a good sense of humor
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 full-time, exempt, and located in downtown Los Altos, CA.