The David and Lucile Packard Foundation
Los Altos, California
The David & Lucile Packard Foundation was founded in 1964 by David and Lucile Packard. We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world. We have worked with thousands of organizations and leaders in the U.S. and worldwide to advance progress in the critical areas of science, ocean and land conservation, climate change, women’s reproductive health and rights, and the well-being of children, families, and communities.
At a time of multiple, intertwined crises globally and here in the U.S., the Packard Foundation began in 2021 a long-planned review of our grantmaking strategies. The first step of our process was to rearticulate our vision and mission, reexamine our organizational values, and create a strategic framework that builds on and honors the Packard Foundation’s past while advancing justice and equity in all that we do.
Reporting to the Grants Management Director, the Grants Manager will be responsible for the management of the Foundation’s grants, working closely with colleagues to provide effective and collaborative oversight of grants.
Specifically, this position will be responsible for the due diligence, accuracy, and completeness of all grants in an assigned Foundation goal/initiative. In partnership with program staff, the Grants Manager will conduct all compliance and due diligence reviews of a grant file and supporting documentation. The Grants Manager will collaborate with teams and colleagues across the Foundation to ensure best-in-class grantmaking, reduce staff and grantee burden and contribute to continuous improvement of grantmaking processes.
PRIMARY DUTIES AND RESPONSIBILITIES
Grants Compliance and Due Diligence (70%)
- Conducts pre-award due diligence on grant materials, ensuring completeness and adherence to applicable law, Foundation policies and processes for U.S. and international grants; identifies potential technical compliance issues and proposes recommendations and ensuring compliance
- Reviews post-award data to ensure compliance with Foundation and IRS rules and regulations for inclusion in the expenditure responsibility schedules within the Foundation’s 990 PF tax return
- Provides expertise and assistance to grantmaking staff to ensure understanding and compliance with applicable U.S. and international, state, and local laws and internal policies
- Reviews and signs off on full grant file and related documents for compliance and completeness.
- Works with Initiative staff, Legal, and grantees as needed to resolve questions and issues
- Manage the post-award process, resolve issues, and process all amendments and amended letters
- Manage visibility and accountability of overdue reports, collaborating with program staff
- Guides program staff though the operations end of the grantmaking process to ensure adherence to applicable U.S. laws, international laws, and the Foundation’s policies
- Completes Financial Health Scans as needed —assisting and reviewing for completeness, accuracy and appropriate steps to address issues are taken
- Reviews funding sources against budgeted amounts in grant budget tracker
- Backfill/supports peer Grants Managers during heavy workloads as needed
Foundation-wide Support (20%)
- Collaborates with Grant Officers on quarterly grant review, ensuring accurate data and providing rationale for trends and exceptions for their grants
- Conducts Fluxx, compliance, and other grants management-related trainings
- Collaborates effectively with internal stakeholders on system enhancement identification, prioritization, implementation, testing, and validation. Test systems upgrades and changes to ensure alignment with compliance policies and procedures
- Implements improvements and enhancements of all grants management processes
- Participates in ongoing efforts to improve and streamline the Foundation’s grantmaking policies, workflows, and procedures, and guides program staff through policy transitions
- Participates in and/or lead cross-foundation initiatives, as needed, to achieve Foundation goals
- Pursues ongoing professional development opportunities and participate in Foundation-wide training sessions
Grantmaking Operations & Administration (10%)
- Responsible for weekly payment processes
- Responsible for generating and facilitating the execution of all grant agreements.
- Responsible for docket preparation and preparing grant materials as needed
- Facilitates yearly grantmaking updates for Foundation 990
- Manages the Conflict of Interest (COI) process for the staff and supporting OGC for Board COI
- Responsible for the ED process, working with NGOSource to initiate, track, and renew ED certificates
Education: A Bachelor’s degree or equivalent experience and training is required for this role.
- A minimum of 4-6 years of work experience in areas related to grants management — with specific experience in legal and compliance issues pertaining to a U.S.-based private foundation — is required for this role.
- Progressive increase in responsibility and complexity of grants management scope of work, particularly in the areas of due diligence and compliance.
Knowledge, Skills & Abilities
- A commitment to, and interest in, the Foundation’s vision, mission, and values
- Working knowledge of IRS regulations governing private foundation grantmaking.
- Demonstrated ability to exercise excellent independent judgement and initiative. Ability to independently manage a robust workload.
- Strong analytical, critical thinking, and organizational skills with precise attention to detail and accuracy.
- Ability to work within a complex environment, including collaborating with and influencing various stakeholders regardless of reporting and functional lines.
- Ability to navigate conflict, while simultaneously employing diplomacy and driving towards a solution
- Excellent written and oral communication and customer service skills. Strong training and presentation skills.
- Adept at leading and advancing projects and bringing forward new ideas. Skilled at creating and enhancing processes and proposing improvements to grant management systems and grantmaking practices.
- Team oriented, collaborative, diplomatic, curious, and flexible.
- Willingness to learn from mistakes and share learnings with teammates
- Demonstrated experience and skill with technical aspects of grant management system, applications, and Microsoft Office.