Program Associate, Effective Philanthropy Group

The William and Flora Hewlett Foundation seeks a Program Associate for the Effective Philanthropy Group. 

About the Foundation

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, improve lives and livelihoods in developing countries, promote the health and economic well-being of women, support vibrant performing arts, and strengthen Bay Area communities. 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 more than $13 billion with annual awards of grants totaling more than $450 million. More information about the Hewlett Foundation is available at: www.hewlett.org.

About the Effective Philanthropy Group

As a member of the Effective Philanthropy Group (EPG), the Program Associate will provide administrative and project-related support for the Organizational Effectiveness and Philanthropy Grantmaking programs.    

Philanthropy Grantmaking: With a $6 million budget, we build a stronger philanthropic sector by supporting two main strategies: Knowledge for Better Philanthropy and Fund for Shared Insight. We also manage a portfolio of membership grants to philanthropic sector infrastructure organizations on behalf of the foundation.  

Organizational Effectiveness (OE): We believe that strong grantees are the engines that power the success of the foundation’s strategies. The OE program provides $8 million in targeted, capacity-building grants to organizations across the foundation’s programs for strategic planning, leadership development, and internal diversity, equity, and inclusion work, among other needs.  

For more information on the Effective Philanthropy Group, please go to our web page, which includes a video about our team.  

Main Responsibilities:

Philanthropy Grantmaking

• Manage grant records and grantee information in the foundation’s grants management system, including legal and foundation-required documents.
• Communicate regularly with and respond in a timely and courteous manner to all current and potential grantees (see Seven Habits of Excellent Work with Grantees).
• Serve as liaison to foundation grants management, finance, and accounting departments for grant processing, including reports and payment schedules, and tax information on grantees.
• Coordinate foundation-wide membership grants.

Organizational Effectiveness

• Manage the OE grants process, including reviewing proposals for completeness.
• Help train other staff on program guidelines and support staff on good OE grantmaking practices.
• Work collaboratively with OE liaisons from each program to stay informed of OE proposal pipeline and make potential mid-year budget reallocations.
• Provide OE-related resources to program staff across the foundation upon request.
• Conduct data analysis and research to support programs in their OE grantmaking. 

General Administrative Support 

• Manage travel, conference registrations, and other arrangements as needed. 
• Provide calendaring and scheduling support, including assistance setting up one-on-one and group meetings.
• Prepare consulting agreements and serve as a point of contact for consultants; provide guidance on billing and expenses, as needed.
• Prepare and submit program-related requests, subscriptions, reimbursements/expense reports, and other related internal documentation.
• Provide support for strategy reviews and evaluations of our work; participate in strategy refreshes, evaluations, and monitoring as needed.
• Serve as EPG’s board book coordinator and prepare docket memos and grant recommendations lists. Assist in reviewing and editing board memos.
• Provide other support, as needed, for priority projects. Lead ad hoc research and analysis projects.
• Occasional travel to conferences and grantee site visits.

Skills and Experience:

• Strong organization and project management skills, with a track record of consistently meeting deadlines. Keen attention to detail.
• Ability to work with multiple managers and handle multiple tasks independently.
• Strong interpersonal and collaborative skills, with a collegial spirit in sharing ideas and being willing to receive constructive feedback.
• Excellent written and oral communication skills.
• The highest level of personal and professional integrity and quality standards.
• Excellent judgment, flexibility, good humor, and initiative.
• Commitment to diversity, equity, and inclusion in the workplace, and in the nonprofit sector.
• Excellent computer skills and strong knowledge of Microsoft Office. Demonstrated ability to learn and understand new systems and processes quickly.
• Bachelor’s degree or equivalent combination of education and work experience, and a minimum of three to five years working in administrative or related functions.
• Interest in philanthropy, organizational development, and effective nonprofit practices; demonstrated experience in these areas a plus.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to sit for extended periods of time and to travel via various modes of transportation for extended periods of time. The foundation employees are currently working remotely at least through October 2021.

Effective September 13, 2021, the foundation will require all staff, vendors, and visitors accessing our office to be fully vaccinated against SARS-CoV-2, the virus that causes COVID-19.

How to Apply

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

The William and Flora Hewlett Foundation embraces the importance of diversity, equity, and inclusion both internally, in our hiring process and organizational culture, and externally, in our grantmaking and related practices. We are an equal opportunity employer and welcome applications from people of all backgrounds, cultures, and experiences.