Temporary Temporary Program Assistant
Job Description
The temporary program assistant will join a small team who provides staffing for the Organizational Effectiveness (OE), Philanthropy, and President’s Fund Grantmaking functions of the David and Lucile Packard Foundation (Foundation). This is an opportunity to learn more about the administrative side of grantmaking. Overall, the team is responsible for processing a large volume of grants with an average of 140 grants per year.
The Foundation 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 more than 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 and is located in Los Altos, CA.
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 about 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.
Job Responsibilities
• Implement the systems and processes required for carrying out OE grantmaking
• Process OE, Philanthropy, and President’s Fund grants from invitation of a proposal through the post-award process (i.e. logging requests, preliminary review of letters of inquiry, proposals, related materials, award letters, payment contingencies and reports)
• Create, organize, maintain, and update accurate electronic grant files
• Maintain the OE general email box and phone line, monitor OE-related mail, respond to phone and written inquiries about grants appropriately
• Draft general correspondence, grant summaries, denial letters, and other documents as requested
• Proofread and correct documents
• Maintain grant tracking systems including weekly updating, running, and posting of grants trackers
• Assist in coordinating submission of materials for quarterly Committee and Board meetings as requested
• Coordinate schedules, track delegated assignments, monitor deadlines
• Assist in tracking and capturing grantee reporting knowledge and learning
• Assist with grant report follow-up, including report reminders, grant site creation, and monitoring and processing reports
• Assist with organizing and scheduling meetings, including meeting logistics, as requested
• Provide timely, helpful, and efficient support and services to program staff to meet the team’s needs
• Respond to miscellaneous requests for support from partners or team
• Provide assistance for special projects as assigned
• Participate in teams to produce collaborative work products and services
Knowledge, Skills, and Abilities
• Excellent written and oral communication skills
• Excellent grasp of technology and computer skills, including working knowledge of Microsoft Office Suite. Database experience is desired, experience with Fluxx preferred
• Ability to meet deadlines and multitask while working well under pressure
• Highly organized and efficient with high attention to details and accuracy
• Excellent interpersonal skills and the skill to build relationships that smooth work internally with other departments
• Demonstrated ability to anticipate information needed as situations and projects develop
• Demonstrated skills in working well and flexibly as a team member in varied activities and projects
• Ability to represent the Foundation to persons outside the organization and to interact with all in a professional, courteous, and tactful manner
• Exercises judgment in screening phone calls and mail, and in handling confidential information
• Ability to work overtime, if needed
• 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.
Education and Experience
BA/BS or equivalent education and related work experience; and a minimum of two years of administrative experience
Salary
Position is temporary and will be payrolled through an outside company. $18-25/hour depending on relevant work experience. The position is located in downtown Los Altos, CA.
Duration
It is expected that the assignment will be from June – August 2016.