Program Associate, Global Development and Population
The William and Flora Hewlett Foundation, based in Menlo Park, California, seeks a program associate for its Global Development and Population Program.
About the Foundation
The William and Flora Hewlett Foundation has been making grants since 1967 to help solve social and environmental problems at home and around the world. The Foundation concentrates its resources on activities in education, the environment, global development and population, performing arts, and philanthropy, and makes grants to support disadvantaged communities in the San Francisco Bay Area. The Foundation has assets of more than $7.5 billion and awards more than $350 million in grants annually. A 13-member Board of Directors provides overall direction for the Foundation. For more information about the Foundation, please visit www.hewlett.org.
About the Global Development and Population Program
The Global Development and Population Program make grants to improve the well-being of vulnerable people. In developing countries, this grantmaking focuses on promoting women’s empowerment, including through expanded access to high-quality reproductive health care, and on promoting transparent, accountable governance to deliver social services. The program also makes grants to strengthen the capacity of research-based organizations, particularly in sub-Saharan Africa, to collect and use data. The Global Development and Population Program team currently consists of 19 staff, including 11 program officers.
About the Position
The program associate will primarily be responsible for providing support to assigned Global Development and Population Program staff, including but not limited to program officers in the women’s economic empowerment component of the program. The program associate may be responsible for grants and contracts management, as well as administrative duties, and may act as the program’s representative for these functions to all Hewlett Foundation departments and external constituents.
Essential Duties and Responsibilities
Grants and Consultant Management
- Reviews proposals, including all required documents and information to meet the Foundation's guidelines and procedures and IRS tax compliance, in conjunction with the grants officer.
- Acts as liaison to the grants management and legal departments for all program grant processing, handling details such as scheduled reports and payments, tax information (domestic and foreign) on grantees, and data entry.
- Assists in preparing final versions of docket material, reviewing documents to ensure correct sequencing of page numbers, consistent formatting, presentation of photos, figures, data tables and graphs, and the accuracy of final grant amounts.
- Drafts and proofreads grant summaries as directed.
- Organizes, composes, and manages program mailings and communications with current and potential grantees. Compiles and maintains relevant grantee and consultant information. Tracks the status of approved grants and consultant agreements through completion of payment process.
- Tracks the grants budget periodically, working with program officers to complete grant processing throughout the annual grantmaking cycle.
- Prepares files for various stages of the grantmaking or contracting processes, including Letters of Inquiry, proposals, and award letters. May handle all grant files related to the program area.
- Reviews interim and final grantee reports. Maintains a system for reminding grantees about overdue reports, and follows up accordingly.
- Researches potential grantees and consultants.
- Prepares consulting agreements, in collaboration with the program director’s office 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.
Administrative and Programmatic Support
- Manages program activities, including travel arrangements, conference registrations, and scheduling of group meetings.
- Manages team calendars in Microsoft Outlook.
- Arranges domestic and international travel, including transportation, lodging, conference registrations, and visas, for staff, grantees or consultants as requested.
- Coordinates small and large-scale meetings that occur in person or via conference technology, handling challenges such as arranging local and international participation across multiple time zones.
- Provides on-site support to staff who travel, answering and routing telephone calls , mail, and email requests, and taking messages.
- Works with program staff, the program director’s office and relevant Hewlett Foundation departments to create and file expense reports with appropriate documentation.
- Prepares agendas and takes minutes.
- Answers and routes all incoming telephone calls, mail, and e-mail.
- Drafts and manages business correspondence and responds to internal and external requests for program information. Manages program documentation, including preparing, copying, distributing, and filing materials such as conference materials, reports, and correspondence in paper and electronic forms. Helps develop and update information posted on the Foundation's internal and external websites.
Required Skills and Knowledge
- High school diploma or equivalent required, bachelor’s degree preferred.
- Experience in an administrative or support role.
- Excellent computer skills and proficiency with the Microsoft Office Suite.
- Ability to prioritize and handle multiple tasks independently, effectively managing shifting priorities and time-sensitive projects to meet deadlines.
- Excellent written and verbal communication skills, including interpersonal skills and an ability to work effectively with a variety of people.
- Strong organizational skills, highly detail-oriented.
- Library / Internet research skills desirable.
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 the essential functions.
While performing the duties of this position, the employee is required to spend extended periods of time at a computer.
How to Apply
Please send our Human Resources Department a resume and cover letter explaining how your skills fit this position:
Email: firstname.lastname@example.org (Subject Line: [Your Name] –Program Associate, Global Development and Population)
Application deadline: Until filled
The William and Flora Hewlett Foundation is an equal opportunity employer and welcomes a diverse pool of candidates in this search.