About the Foundation
The William and Flora Hewlett Foundation is a non-partisan, private charitable foundation that advances ideas and supports institutions to promote a better world. The foundation has been making grants since 1967 and concentrates its resources on programs in education, environment, global development and population, performing arts, cybersecurity, strengthening Congress, and philanthropy, as well as grants to support disadvantaged communities in the San Francisco Bay Area. For more information about the Hewlett Foundation, please visit https://www.hewlett.org/
Program Associate, Global Development and Population Program
The William and Flora Hewlett Foundation, based in Menlo Park, California, seeks a Program Associate for its Global Development and Population Program.
About the Global Development and Population Program
The overarching goal of the Hewlett Foundation’s Global Development and Population Program is to enable people around the world to reach their potential as individuals, citizens, workers, and parents. This ambition is grounded in an understanding of “development” that encompasses more than economic growth or poverty reduction. Development is about empowering individuals and communities to achieve their full promise and control their own destinies.
The foundation pursues its goal in two thematic areas that carry on longstanding institutional priorities, updated for a rapidly changing international and domestic context. First, the foundation seeks to expand women’s choices about childbearing and work, both overseas and in the United States. Second, the foundation seeks to improve the chances that governments in low- and middle-income countries will live up to their commitments to respond to their citizens’ needs. The Global Development and Population Program team currently consists of eighteen team members, including a Program Director, nine Program Officers, seven Program Associates, a Fellow.
About the Position
The Program Associate will support assigned Global Development and Population Program staff who work with U.S.-based and international grantee organizations, including but not limited to program staff in the transparency, participation, and accountability subcomponent of the program.
Essential Duties and Responsibilities
Grants Administration and Consultant Management
• Reviews proposal submissions for all required documents and information to meet foundation guidelines and procedures and IRS tax regulations. These tasks often require working with the Grants and Legal Officers assigned to the program.
• Acts as liaison to the Grants Management team for relevant program grant processing, including such details as scheduling reports and payments, tax information (domestic and foreign) on grantees, and data entry.
• Organizes, composes, and manages program mailings and communications with current and potential grantees.
• Compiles and updates grantee and consultant information. Ensures that electronic records and systems are periodically updated for any staff or other organizational changes of note.
• Tracks the status of approved grants or contracts through completion of payment process and closure, including entry into both a grants management system (GMS) and a budget tracking system.
• Ensures adherence to foundation policies and procedures, including reviewing grantee and contract documents for compliance with applicable requirements.
• Tracks the grants budget periodically, setting and working with Program Officer(s) and other Program staff to complete grant processing throughout the annual cycle.
• Prepares files, electronically and in some cases in print, for various stages of the grantmaking or contracting processes, including concept notes, proposals, and award letters. May handle all grant files related to assigned program area.
• Reviews interim and final grantee narrative and financial reports. Maintains a system for reminding grantees about upcoming requirements and overdue reports and for following up accordingly.
• Researches and prepares background information for potential grantees and consultants and for documents, meetings, and presentations, and compiles reference materials, as needed.
• Prepares consulting agreements in collaboration with relevant Program Officer, other Program staff and other foundation departments, as needed. Serves as point of contact for consultants, including processing of invoices and other foundation administrative processes, as needed.
Administrative and Subcomponent Support
• Manages Program Officer(s) activities including travel arrangements, conference registrations, and scheduling of meetings and conference calls. Maintains timely communications with all meeting/conference call participants to confirm meeting logistics, distribute pre-meeting materials and post-meeting notes (as appropriate) and troubleshoot as needed.
• Supports subcomponent Program Officer lead in organizing and maintaining files on team site, including the team calendar, and ensuring that team notes and decisions are documented.
• Manages calendars in Microsoft Outlook.
• Arranges domestic and international travel, including transportation, lodging, conference registrations, and visa arrangements, as requested.
• Creates and files expense reports with appropriate documentation for Program Officer, following internal processes in a timely manner to meet all internal requirements/deadlines.
• As needed, organizes or coordinates program events related to subcomponent strategy areas, possibly including logistics for transportation, space, and technology requirements. Assists in developing presentation materials and communicating with participants.
• Provides on-site and remote support to staff who travel, including answering and routing telephone, mail, and email requests and taking messages.
• Schedules team meetings, prepares meeting agendas and takes minutes, as requested.
• Working with the program’s Communication Officer to coordinate external communications, including the production of a semi-annual e-newsletter and other periodic updates for distribution to grantees and other key audiences via email, social media, and other distribution channels.
• Works collaboratively with other Program Associates, including taking on selected duties during periods of others’ absence.
• Working with other Program staff, assists in organizing or coordinating program events (both in U.S. and international venues) including logistics for transportation, space, meals, and technology requirements. Assists in developing presentation materials and communicating with participants.
• Manages program information, including copying, distributing, sharing, and filing materials such as strategy documents, conference materials, reports, and correspondence, which are maintained primarily in electronic form.
• Attends, participates in, and provides logistical support to annual program retreat and other program meetings as required.
Required Skills and Knowledge
• Bachelor’s degree or high school diploma with 5-7 years equivalent experience.
• Significant prior experience in an administrative or support role.
• Flexibility to work well in teams, including project management and shared responsibilities, and to work independently.
• Proven exemplary organizational skills and a strong attention to detail.
• Excellent computer skills; proficiency with the Microsoft Office Suite.
• Proven ability to manage and provide “traffic control” for a significant volume of incoming communications, predominantly by email.
• Proven ability to prioritize and handle multiple tasks independently, effectively managing shifting priorities and time-sensitive projects to meet deadlines.
• Excellent written and oral communication skills, including strong interpersonal skills and ability to work effectively with a variety of people.
• Experience with Salesforce or other customer relations management (CRM) software highly desired.
• Proficiency in French and/or Spanish desired.
Physical Demands/Work Environment
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is required to spend extended periods of time at the computer.
The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Please apply online with this link Program Associate – Global Development and Population and submit a resume and cover letter explaining how your skills fit this position.