Jobs Board

Program Associate, US Democracy Program (The William and Flora Hewlett Foundation)

Company Name

The William and Flora Hewlett Foundation

Company City

Menlo Park

Company State

CA

Job Location

Hybrid

Company Information

The William and Flora Hewlett Foundation is a nonpartisan, private charitable foundation that advances ideas and supports institutions to promote a better world. For more than 50 years, it has supported efforts to advance education for all, preserve the environment, foster gender equity and responsive governance around the world, support vibrant performing arts, serve Bay Area communities, and make the philanthropy sector more effective. In addition, we also make grants for special projects and to address other timely problems, such as challenges related to cybersecurity. Our newest program focuses on strengthening U.S. democracy. In 2020, the foundation announced a new grantmaking commitment focused on racial justice.

The Hewlett Foundation’s assets are approximately $12.8 billion with annual awards of grants totaling more than $550 million. More information about the Hewlett Foundation is available at: www.hewlett.org.

Job Description

The Program Associate will report to the Director of the U.S. Democracy Program and will be responsible for providing administrative support to all U.S. Democracy Program staff. This individual manages the administrative aspects of the grantmaking process, communicating with grantees regarding proposals, budgets, and grant reports, and other administrative duties to support the team.
Essential Duties and Responsibilities

The Program Associate’s duties will include, but not be limited to:

Grants Administration and Contracts

• Reviews proposal and other submissions, including all required documents and information to meet the foundation’s guidelines and procedures and IRS tax compliance.
• Acts as liaison to grantees and the Grantmaking, Learning, and Operations (GLO), Communications, and Legal departments for all program grant processing, handling details such as scheduled reports and payments, tax and banking information on grantees, and data entry.
• Tracks the status of proposals, approved grants and consultant agreements through completion.
• Assists in preparing docket material, reviewing documents to ensure consistent formatting and the accuracy of final grant amounts and descriptions.
• Organizes, composes, and manages program communications with current and potential grantees.
• Compiles and maintains relevant grantee and consultant information.
• Updates the grants budget by tracking spending and processing grants throughout the year to ensure alignment with the foundation’s grantmaking goals and pacing timelines. Works closely with program staff to ensure smooth grant processing and compliance with policies and procedures.
• Prepares files for various stages of the grantmaking or contracting processes, including proposals and reports.
• Reviews interim and final grantee reports. Corresponds with grantees if additional information or clarification is needed.
• Prepares consulting agreements, in collaboration with the Program Director and the Legal department. Maintains corresponding contract files and acts as a resource to internal staff on contract questions. Serves as point of contact for consultants, providing guidance on billing, expenses, and the foundation’s administrative processes as needed. Directly manages consultants as assigned.
• Assists as point of continuity to streamline processes for any updates to the system and its impact on operational work (grants, contracts, reports), working with program and admin staff to refine processes as needed.

Administrative and Programmatic Support

• Works closely with USDP staff and Office of the President to gather materials for the board of directors on behalf of the Democracy program. This includes coordinating materials with the team, ensuring deadlines are met, and working with team members on editing as needed.
• Answers and routes incoming mail and e-mail.
• Assists in coordinating program events, including, but not limited to, in-person and virtual grantee convenings and funder meetings, arranging logistics for space, transportation, and technology needs. Assists in developing presentation materials and communicating with guests.
• Coordinates business correspondence and responds to internal and external requests for program information. Manages program documentation, including preparing and distributing materials such as grant reports or team processes.
• Collaborates and coordinates with teams across the foundation.

Job Qualifications

• Excellent administrative and project management skills and experience, including the ability to plan and manage projects both independently and with colleagues.
• Experience in budget management.
• Strong organizational skills, including attention to detail and the ability to multitask.
• Ability to meet tight, sometimes simultaneous, deadlines with a keen ability to prioritize and partner with others to meet common goals.
• Ability to work as a contributing member of a team to deliver philanthropic services in a clear, efficient, collegial manner.
• Strong oral and written communication skills.
• Advanced experience in MS Office: Word, Excel, Outlook, PowerPoint, and Adobe; experience with Salesforce a plus.
• Experience in web-based document management tools and practices. Willingness to learn new software tools and use them for program support.
• Proficiency with problem solving, analysis, and applying appropriate level of judgment.
• Experience with grants processing and grants database preferred, but not required.
• A commitment to diversity, equity, and inclusion.
• Positive attitude, sense of humor, and a commitment to being part of, and building, a positive work environment.
• Bachelor’s or Associate’s degree (or a combination of equivalent work experience and education) desired.

How to Apply

Please apply online and submit a resume and cover letter explaining how your skills fit this position.

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