About the Department:
The Conservation and Science Program is focused on the challenge of sustainability, finding development paths that meet human needs while protecting and restoring the ecological systems upon which all life depends. We invest in action and ideas that conserve and restore ecosystems while enhancing human well-being. Within the Conservation and Science Program, the climate team focuses on strategies for reducing greenhouse gas emissions resulting from deforestation (particularly in Indonesia) and from the use of bioenergy. The climate team also supports work on energy-related emission reductions in the U.S. and China through regranting partners.
About the Role:
The Program Associate is responsible for the operations and administration for an important piece of our climate grantmaking in close collaboration with the climate strategy Program Officers, other Foundation staff, and our grantees.
This position reports to the Program Operations Manager and joins a team of passionate individuals committed to developing effective processes and strong, trust-based partnerships, to ultimately support the needs of our grantees. Initially the role may start remotely, but will require working onsite at the Foundation offices in downtown Los Altos, California once the Foundation offices reopen.
Primary Duties and Responsibilities:
Grants Management & Grantee Support
- Build strong relationships with grantees to support the creation and submission of grant proposals and required information, following Foundation guidelines, processes, and requirements, and working collaboratively to resolve issues as they arise
- Process grants through their full lifecycle, including creating, maintaining, and updating electronic grant files according to Foundation legal and financial requirements
- Facilitate the development and management of strategy grant & operations budgets; track meeting expenses and work with staff to ensure attendees are reimbursed in a timely fashion
- Learn and understand the climate strategies to inform work with grantees; support and participate in strategy refinement and monitoring, evaluation, & learning as needed
- Participate in meetings with external audiences to produce collaborative work products by drafting agendas, preparing supporting materials, taking notes, and contributing to discussions
- Organize, and coordinate scheduling for meetings with both internal and external participants
- Proactively research, develop, and edit content for correspondence, reports, and memos
- Coordinate planning and manage logistics for staff travel to conferences, convenings, and grantee sites, including travel for executives / trustees
Organizational Partnering & Initiatives
- Exhibit and maintain trust-based and productive relationships with a wide range of organizations and individuals, including grantees, re-granters, funding partners, and foundation employees
- Coordinate regularly with international advisors & partners to meet program needs
- Collaborate with team members in on-going learning and process improvement, incorporating external and internal feedback to constantly improve how we do our work
- Participate in, and/or lead cross-foundation initiatives, as appropriate, to achieve foundation goals
- Pursue ongoing professional development opportunities and participate in Foundation-wide training sessions
Knowledge, Skills and Abilities
- Strong operations, administration, and project coordination skills and experience, including the ability to plan and implement projects both independently and with colleagues
- Great attention to detail and the ability to complete tasks with a high degree of accuracy and dependability
- A track record of being able to meet tight, sometimes simultaneous, deadlines with a keen ability to prioritize, adapt to changing needs, and partner with others to meet common goals
- Strong written and verbal communication skills
- Ability to establish and maintain positive and productive working relationships with all people, internal and external to the organization
- A desire to grow your own cultural competence and dedication to actively participating in the Foundation’s work to integrate justice and equity into all facets of our work
- Proficiency in Microsoft Office products (Outlook, Word, Excel, and PowerPoint) and a willingness to learn and become proficient with systems including Fluxx and Microsoft SharePoint
- Ability to coordinate among different time zones and be available for periodic early morning or evening calls
- Willingness and ability to travel occasionally to conferences and grantee sites, both domestic and potentially international
- Ability to be consistent and dependable for full-time work and be available to work overtime when occasionally required
- Ability to work effectively remotely until the Foundation offices reopen
Education and Experience
A minimum of 3 years of related operations and administration experience required. College degree or equivalent education is highly desired.
Passion for conservation, as well as experience in the nonprofit sector, experience in grantmaking processes and familiarity with best practices, either through a foundation or grantee perspective, is desirable but not required.
Compensation and Benefits:
The is a full-time non-exempt position. Compensation will be commensurate with related work experience and education.
The David and Lucile Packard Foundation offers excellent benefits for eligible employees. Current benefits include: medical (HMO and HDHPs), dental and vision coverage; 15% employer contribution to employee retirement plan; life insurance, disability insurance, vacation and sick leave; an adoption benefit; fertility benefit; a financial wellness program; health advocacy services, paid time off to volunteer for nonprofit organizations; matching grants for employee contributions to tax exempt organizations; commute assistance; and tuition assistance.
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