Program Associate

The William and Flora Hewlett Foundation•Menlo Park, CA

24d•Hybrid

About The Position

The Program Associate reports to the Program Officer overseeing the multilateral and climate finance grantmaking portfolio. This role will administer grants , manage the portfolios budget , sustain relationships with key partners and stakeholders , and contribute to strategy development, implementation, and evaluation. The Program Associate will work directly with the programs grantees, and manage all administrative aspects of the grantmaking process, including communications regarding proposals, budgets, and grant reports. The Program Associate may also research issues, programs, and organizations related to portfolio and to the Programs climate initiative strategies.

Requirements

2-5 years of experience providing complex administrative support.
Excellent administrative and project management skills and experience, including the ability to plan and manage projects both independently and with colleagues.
Experience in budget management.
Experience with grants processing and grants databases.
Ability to meet tight, sometimes simultaneous, deadlines with a keen ability to prioritize and partner with others to meet common goals.
Ability to work as a contributing member of a team to deliver philanthropic services in a clear, efficient, collegial manner.
Strong oral and written communication skills.
Experience in MS Office: Word, Excel, Outlook, PowerPoint, and Adobe/Foxit; experience with Salesforce is a plus.
Experience in web-based document management tools and practices; willingness to learn new software tools and use them for program support.
Proficiency with problem-solving, analysis, and applying an appropriate level of judgment.
Commitment to protecting the environment and combating climate change.
Demonstrated ability to work across cultural contexts and a commitment to diversity, equity, and inclusion.
Demonstrated commitment to collaboration, mutual respect, and contributing to a positive team culture.
Bachelors or Associates degree desired.

Nice To Haves

International work experience desired.
Prior experience or demonstrated interest in global/multilateral climate policy, climate finance or sustainable finance is a plus

Responsibilities

Manage a high volume of grants through the full grant lifecycle, from the proposal application process to grant reporting, payment processing, and closing of grants.
Manage, track, and forecast the portfolios annual grants budget and cash disbursement schedule.
Organize, compose, and manage communications with current and potential grantees.
Participate in meetings between Program Officers and grantees, providing strategic support and thought partnership.
Act as liaison between the portfolio and the foundations Grants Management and Legal departments for relevant program grant processing, including those related to scheduling reports and payments, grantee tax information (domestic and foreign), and the resolution of legal issues.
Stay up to date on legal and communications compliance issues that the grant portfolio presents and continue to develop expertise in managing complex compliance issues.
Work with the Program Officer to effectively prioritize workload, implementing processes to help triage deliverables to meet internal and external deadlines.
Prepare consulting agreements and serve as point of contact for consultants, including in the tracking and processing of invoices.
Travel to, and participate in, select US and international climate events, conferences, convenings, and grantee visits in support of the portfolios needs . (Possibility of 1-2 trips/year.)
Support the Program Officer in analyzing the grantee portfolio on a regular basis and supporting portfolio development.
Participate in teamwide projects, such as team retreat preparation, grantee convenings, and assisting with new staff onboarding, as needed.
Support the foundation and Environment teams commitments to diversity, equity, and inclusion.