Full-Time Operations Coordinator
Job Description
Department Overview
The Local Grantmaking Program (LGP) builds on the storied legacy of community investment by David and Lucile Packard and works to make the counties of San Mateo, Santa Clara, Santa Cruz, San Benito, and Monterey strong and vibrant places for all. LGP partners with over 200+ social sector organizations that are strengthening families, encouraging youth to thrive, and making our geographies culturally and environmentally vibrant. We also work to encourage greater local philanthropy, given our strong belief in the importance of investing in our own backyard. Our partners include foodbanks, youth development organizations, environmental education nonprofits, and creative organizations like museums and performing arts groups. Core to LGP’s grantmaking approach is to deeply engage with the local community in identifying funding priorities and strategy development. On the operations side, we strive for continuous improvement in all of our processes with the goal of alleviating grantee burden.
LGP’s work is carried out by a small team of nine professionals that annually make approximately 175 community grants/investments totaling $19 million. The person taking on this role will be joining at an exciting time, as the Foundation explores new funding initiatives with an intentional focus on justice and equity in order to achieve greater impact.
Position Summary
The Program Operations Coordinator provides logistical, administrative, and operational support to the director and program team and reports to the Program Operations Manager.
Key Duties and Responsibilities
Executive Support for Program Director (35%)
•Manage the director’s calendar, which includes scheduling complex meetings, booking appropriate resources, and ensuring guests have all relevant meeting information
•Work closely with the director to balance long-term priorities and goals with short-term details, maintaining flexibility as new priorities emerge
•Handle all the logistics related to travel for the director: research, coordinate, and manage travel arrangements, including flights, hotels, coordination of reimbursement and honorarium processing for guests
•Support the director’s involvement in various work groups and work streams: submit event request forms, print meeting materials, and take notes
•Compose and edit correspondence and other documents
•Research as directed relevant information for meetings, correspondence, and reports
•Act as liaison with colleagues of the director, including other executives, Trustees, consultants, and advisors
Grant Operations Support (~15%)
•Provide grantmaking support for the Community Initiative strategy (estimated 30 annual grants): create grant records in grantmaking system, draft grant summaries, schedule reports, and track grantee payments
•Review proposal materials to ensure that grant files adhere to highest compliance standards
•Review grantee reports for completeness and flag compliance issues
•Attend grantee conference calls and site visits
Program Operations Support (~50%)
•Process expenses for members of the program team in financial system; set and communicate requirements and timelines with team and work with individuals to obtain any missing documentation or information
•Process invoices in financial systems, maintain knowledge of program accounting structure to ensure accuracy of expenditures; coordinate with the strategy teams to ensure invoices align with contract payment and schedule and work has been completed
•Serve as lead for the team to process service provider/consultant contracts, including partnering with vendors to initiate and complete all vendor compliance requirements, gather tax information, and maintain organized documentation
•Develop and maintain a deep understanding of Foundation operations policies and processes as they relate to expenses, invoicing, contracts, and operations budgets, and create and maintain ongoing process documentation for program team members
•Serve as a point of contact for other Foundation departments, including the President’s Office, Office of the General Counsel, Controller’s Office, Workplace Services, IT, and Facilities
•Support, and sometimes lead, planning for meetings, such as monthly team meetings, quarterly and annual learning sessions, annual team retreats, team building activities, and annual grantee meetings. Responsibilities include, but are not limited to, venue research, scheduling, contract negotiations, drafting and monitoring the budget, material preparation, and researching and planning offsite events
•Support onboarding process for new employees, which includes conducting trainings and serving as a resource on tools the team uses to work such as Microsoft Teams, Zoom, Outlook, Calendly, Concur, as well as on travel policies and the expense reimbursement process
•Monitor general program email inbox and letters of inquiries (LOIs): review inquiries and coordinate appropriate response
•Represent the program on cross-Foundation teams and events
•Handle confidential and non-routine information
•Take notes and keep records of selected meetings as requested
COVID-19
The David and Lucile Packard Foundation requires that all staff be fully vaccinated against COVID-19, except as required by law. Any employment offer will be contingent upon satisfactory proof that you are fully vaccinated from COVID-19, subject to reasonable accommodations for medical or religious reasons, and/or as otherwise required by applicable law.
Qualifications
Experience
•Two years of administrative experience in a fast-paced work environment
Knowledge, Skills and Abilities
•Strong aptitude for administrative, operational and financial processes
•Ability to coordinate across internal and external stakeholders to understand needs, negotiate priorities and develop alignment
•Ability to handle multiple priorities and meet deadlines, sometimes simultaneous, and anticipate and proactively respond to work requests
•Excellent verbal and written communication skills
•Skilled in event or meeting management, with the highest degree of attention to detail and able to work well under pressure
•Ability to work in a team-based and collegial workplace
•Committed to inclusion and deeply value a workplace that is supportive of difference
•Devoted to growing own cultural competence and willing to actively participate in the Foundation’s efforts to integrate justice and equity in all facets of our work
•Consistent and dependable for full-time work and able to work overtime when needed
•Experience with MS Outlook, Word, Excel, PowerPoint, electronic filing/maintenance systems, and ability to learn other software as needed, experience with digital organizing tools a plus