Program Associate, Education

The William and Flora Hewlett Foundation, based in Menlo Park, California, seeks a Program Associate for its Education Program.

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, support vibrant performing arts, strengthen Bay Area communities, make the philanthropy sector more effective, and foster gender equity and responsive governance around the world. In addition, we also make grants for special projects and address other timely problems. Our newest program focuses on strengthening U.S. democracy, and in 2020, the foundation announced a new grantmaking commitment focused on racial justice. The Hewlett Foundation’s assets are more than $14 billion with annual grant awards totaling more than $600 million. More information about the Hewlett Foundation is available at: www.hewlett.org.

About the Education Program

The Education Program makes grants to help educators, schools, and communities turn schools into places that empower and equip every student for a lifetime of learning and expand access to open educational resources. Additional information about the Program is available at: https://www.hewlett.org/programs/education/

About the Position

The Program Associate will be a core member of the Education team and will contribute to the design and implementation of our strategies, with a primary focus on the Teaching and Learning Strategy, which includes work focused on school districts, educators, and students. Responsibilities include partnering with Program Officers to support grantees and general assistance to the entire Program. As the primary support for Program Officers, he or she will also be responsible for a combination of grants management as well as administrative, project, and program-related duties listed below and may represent these functions to both the foundation’s internal departments and external constituents.

Essential Duties and Responsibilities

Grants and Consultant Management

• Provides support and thought-partnership on the design and implementation of the Teaching and Learning Strategy, including approaches to support learning and sharing among grantees.
• Supports core programmatic activities, including grant proposal solicitation, processing, tracking, and reporting. Monitors the accuracy of the information in the foundation’s grants database.
• Helps prepare docket materials, including reviewing documents to ensure correct and comprehensive materials are included and accuracy of final grant amounts.
• Organizes, drafts, and manages Program mailings and communications with current and potential grantees.
• Compiles and maintains relevant grantee information and tracks the status of grants through completion of the payment process. Monitors the annual grants budget for assigned Program Officers.
• Ensures adherence to foundation policies and procedures, including reviewing grant and contract documents for compliance with applicable requirements.
• Manages files throughout the grant application process, including Letters of Inquiry, proposals with relevant project narratives and budgets, and award letters. Handles all grant files related to the assigned portfolio.
• Oversees the life cycle of grants by managing an accurate, timely grant reporting process, supports Program staff in monitoring the reports queue, ensures timely report closure, and, helps review budgeted versus actual financial reports.
• Develops liaison relationships with Grants Management and Legal Office for all grant processing (including such details as scheduling reports and payment, domestic and foreign tax information on grantees, and data entry).
• Assists in researching and compiling background material on potential consultants. Works with appropriate foundation staff to develop and execute contracts.
• Maintains corresponding contract files and acts as a resource to internal staff on contract questions. Serves as point of contact for consultants, guiding billing, expenses, and the foundation’s administrative processes as needed.
• Composes and proofreads grant summaries as directed.

Administrative and Programmatic Support

• Provides calendaring, scheduling, and administrative support for Program Officer, including assistance in setting up group meetings and complex scheduling requests across multiple geographies.
• Answers and routes incoming telephone calls, mail, and email. Handles inquiries and takes messages as needed.
• Drafts and develops business correspondence as directed. Responds to information requests. Researches and prepares relevant background information for meetings and presentations.
• Compiles reference materials as needed and prepares agendas, secures meeting facilities and catering as necessary, synthesizes meeting themes, takes notes, and keeps track of next steps as needed.
• Coordinates Program events, arranging logistics for transportation, space, and technology requirements.
• Coordinates tasks with appropriate foundation staff to ensure that the Program has sufficient supplies, equipment, and space to conduct its work.
• Assists in developing presentation materials and communicating with guests.
• Works closely with other Program Associates to complete various program tasks.
• Builds and maintains strong relationships with internal foundation departments, particularly with Grants Management, Finance, Legal, and Communications.
• Assists in tracking spending and budgets across the Program.
• Assists with onboarding and offboarding process for new and outgoing program staff.

Required Knowledge and Skills

• Bachelor’s degree (or equivalent years of experience) and background in education (or social sciences) desired.
• At least three years of experience effectively supporting multiple individuals.
• Exceptionally strong organizational skills, sharp attention to detail, and persistence in following through on projects. Ability to take specific direction, when necessary, along with a high level of independent judgment and initiative.
• Ability to anticipate supervisors’ needs and creatively address problems with appropriate, timely solutions.
• Excellent computer skills, proficiency in the Microsoft Office suite and Google Apps, and a willingness to learn new tools and systems.
• Ability to navigate Salesforce platforms to manage grants and communications to grantees.
• Demonstrated ability to do online research and information gathering.
• Proven ability to prioritize and handle multiple tasks independently. Effectively manage shifting priorities and time-sensitive projects to meet deadlines.
• Experience serving as an information hub for supervisors’ activities and developing systems to track multiple projects. Excellent written and oral communication skills, including interpersonal skills and collaborative spirit to work effectively with various people.
• Demonstrated flexibility, maturity, and ability to work on a team that includes varying backgrounds, expertise, and styles.
• Commitment to and interest in improving educational outcomes for all students, including those furthest from opportunity.
• Travel opportunities such as grantee convenings and staff retreats may be available.
• Background in education and expressed interest in the work of the Education Program is 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 position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this position, the employee is regularly required to sit for extended periods and to travel via various modes of transportation for extended periods. While the staff is currently working remotely, the Program Associate role will be based in Menlo Park, California. When the office reopens, the foundation will adopt a hybrid work environment with the expectation of three days in the office per week.

Compensation and Benefits

The Hewlett Foundation is committed to providing compensation that is competitive within the philanthropic sector. We offer a generous total compensation package that emphasizes both base salary and comprehensive benefits. The salary range for this role starts at $76,000. Offers are based on the candidate's years of experience and our practice of maintaining salary equity within the foundation. (https://hewlett.org/wp-content/uploads/2020/11/Hewlett-Foundation-2021-Benefit-Brochure.pdf)

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.