Program Associate, Education

The William and Flora Hewlett Foundation•Menlo Park, CA

5d•Hybrid

About The Position

The William and Flora Hewlett Foundation is seeking a Program Associate to join its Education Program. This role will provide high-quality grantmaking, operational, and programmatic support, partnering closely with Program Officers, grantees, and colleagues across the Foundation. The Program Associate will manage the day-to-day administration of a high volume of grants, serve as an important point of contact for grantees, and coordinate across internal teams. The role requires strong organization and attention to detail, sound judgment, proactive communication, and the ability to anticipate needs and move multiple priorities forward. Beyond grantmaking, the Associate will have opportunities to engage more deeply in the program's work, supporting learning and sharing among grantees and contributing to projects connected to the team's evolving strategy. Occasional travel may be required.

Requirements

Bachelor’s degree or equivalent combination of education and experience, ideally with a background in education or the social sciences.
At least three years of relevant professional experience, including experience effectively supporting multiple individuals.
Exceptional organizational skills, sharp attention to detail, and persistence in following projects through to completion, balanced with the ability to take direction while exercising independent judgment and initiative.
A creative, solutions-oriented approach to problem-solving, with timely and practical follow-through.
Excellent technical skills, including proficiency with Microsoft Office and Google Workspace; experience with document management, collaboration, and workflow tools; and the ability to quickly learn new systems and technologies.
Demonstrated ability to conduct online research and synthesize relevant information.
Proven 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 skills, interpersonal savvy, flexibility, and professionalism, with the ability to collaborate effectively across diverse backgrounds, areas of expertise, roles, and working styles.
A 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 2-3 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 the education field and demonstrated interest in the work of the Education Program.

Responsibilities

Manages a high volume of grants throughout the full grant lifecycle, including proposal solicitation and development, review, processing, tracking, reporting, and closeout; maintains accurate grant records and data within the grants management system.
Provides support and thought partnership on the design and implementation of the Education Strategy, including approaches to supporting learning and sharing among grantees.
Monitors the reports queue, supports timely report closure, and assists in reviewing budgeted versus actual financial reports.
Reviews docket materials to ensure accuracy, including final grant amounts.
Organizes, drafts, and manages Program communications with current and prospective grantees.
Compiles and maintains relevant grantee information, tracks grants through completion of the payment process, and monitors the annual grants budget for assigned Program Officers.
Manages grant files and documentation throughout the application process, including Letters of Inquiry, project narratives and budgets, proposals, and award letters, ensuring adherence to foundation policies and applicable requirements.
Partners with Grants Management and Legal on grant processing and compliance matters, including report and payment scheduling, domestic and foreign tax information, and related grant data.
Researches and compiles background materials on potential consultants and works with appropriate foundation staff to develop and execute contracts; maintains contract files and serves as a point of contact for consultants on billing, expenses, and foundation processes.
Responds to information requests and prepares relevant background information for meetings and presentations.
Supports meetings by compiling reference materials, preparing agendas, coordinating facilities and catering as needed, synthesizing themes, taking notes, and tracking next steps.
Coordinates Program events, including logistics for transportation, space, and technology requirements.
Coordinates complex scheduling involving multiple contacts and organizations.
Coordinates with appropriate foundation staff to ensure the Program has the supplies, equipment, and space needed to conduct its work.
Assists in developing presentation materials and coordinating communications with guests.
Works closely with other Program Associates and the Program Operations Manager to coordinate shared program tasks and scheduling.
Builds and maintains strong working relationships across the Foundation, particularly with Grants Management, Finance, Legal, and Communications.
Assists in tracking spending and budgets across the Program.
Assists with onboarding and offboarding processes for new and departing Program staff.