Program Associate, Education

The William and Flora Hewlett Foundation•Menlo Park, CA

2d•Hybrid

About The Position

The William and Flora Hewlett Foundation is seeking a Program Associate to join its Education Program as the team refreshes its strategy and shapes its next chapter of work. This full-time, non-exempt role provides grantmaking, operational, and programmatic support to help the team’s work move forward effectively. The Program Associate will support Program Officers, manage a high volume of grants throughout their lifecycle, serve as an important point of contact for grantees, and coordinate with internal teams to navigate grantmaking processes and address questions. The position calls for exceptional organization, attention to detail, sound judgment, initiative, proactive communication, and the ability to anticipate needs and manage multiple priorities. The Associate will also support grantee learning and sharing and contribute to projects connected to the Education Program’s evolving strategy, with opportunities to deepen subject-matter knowledge and take ownership of projects. The role works closely with colleagues across the Education Program and Foundation, including Grants Management, Finance, Legal, and Communications. Occasional travel may include grantee convenings, program-related activities, and staff retreats. The position is based in Menlo Park, California, with a hybrid schedule requiring two to three days per week in the office. The salary range is $100,000–$110,000, with a comprehensive benefits package.

Requirements

Bachelor’s degree or an equivalent combination of education and experience; a background in education or the social sciences is ideal.
At least three years of relevant professional experience, including effectively supporting multiple individuals.
Exceptional organizational skills, attention to detail, and persistence in following projects through to completion.
Ability to take direction while exercising independent judgment and initiative.
Creative, solutions-oriented problem-solving skills and timely, practical follow-through.
Excellent technical skills, including proficiency with Microsoft Office and Google Workspace; experience with document management, collaboration, and workflow tools; and ability to learn new systems and technologies quickly.
Demonstrated ability to conduct online research and synthesize relevant information.
Ability to manage multiple priorities independently, adapt to shifting needs and time-sensitive projects, and meet deadlines.
Experience serving as an information hub for a team and developing systems to track multiple projects and priorities.
Excellent written and verbal communication, interpersonal skills, flexibility, and professionalism, with ability to collaborate across diverse backgrounds, expertise, roles, and working styles.
Genuine commitment to improving educational outcomes for all students, including those furthest from opportunity.
Ability to work from the Hewlett Foundation’s Menlo Park, California office two to three days per week.
Ability to travel occasionally for key events, grantee convenings, or team retreats.

Nice To Haves

Experience using Salesforce or a comparable grants management platform to administer grants and manage grantee communications.
Background in education and demonstrated interest in the work of the Education Program.

Responsibilities

Manage a high volume of grants throughout the full grant lifecycle, including solicitation, development, review, processing, tracking, reporting, and closeout; maintain accurate records in the grants management system.
Support and provide thought partnership on the design and implementation of the Education Strategy, including approaches to grantee learning and sharing.
Monitor the reports queue, support timely report closure, and assist in reviewing budgeted versus actual financial reports.
Review docket materials for accuracy, including final grant amounts.
Organize, draft, and manage Program communications with current and prospective grantees.
Compile and maintain grantee information, track grants through payment completion, and monitor annual grants budgets for assigned Program Officers.
Manage grant files and documentation through the application process, including Letters of Inquiry, project narratives and budgets, proposals, and award letters, ensuring compliance with Foundation policies and requirements.
Partner with Grants Management and Legal on grant processing and compliance matters, including report and payment scheduling, tax information, and grant data.
Research potential consultants, prepare background materials, and work with Foundation staff to develop and execute contracts; maintain contract files and serve as a consultant contact for billing, expenses, and Foundation processes.
Respond to information requests and prepare background materials for meetings and presentations.
Support meetings by compiling reference materials, preparing agendas, coordinating facilities and catering, synthesizing themes, taking notes, and tracking next steps.
Coordinate Program events, including transportation, space, and technology logistics.
Coordinate complex scheduling involving multiple contacts and organizations.
Coordinate with Foundation staff to ensure the Program has the supplies, equipment, and space needed.
Assist in developing presentation materials and coordinating communications with guests.
Coordinate shared program tasks and scheduling with other Program Associates and the Program Operations Manager.
Build and maintain working relationships across the Foundation, particularly with Grants Management, Finance, Legal, and Communications.
Assist with tracking Program spending and budgets.
Assist with onboarding and offboarding processes for Program staff.