Program Associate

The William and Flora Hewlett Foundation•Menlo Park, CA

1d•$105,000 - $115,000•Hybrid

About The Position

Reporting to the Director of Grants Management, Hannah Kahn , the Program Associate (Cross-Foundation) will provide high-quality operational and programmatic support across multiple program teams (approximately 80% of the role) while also contributing to the Grants Management team's priorities and projects (approximately 20% of the role). This position is designed to flex across program teams based on evolving needs. Assignments may range from short-term support for time-sensitive projects to longer-term coverage during staff transitions or periods of increased demand. Program assignments will be determined and prioritized by the Director of Grants Management based on program needs and the Program Associates availability. Because this role works across diverse program areas, the Program Associate will gain unique visibility into how different teams operate. Over time, they will use this cross-program perspective to identify recurring challenges, operational gaps, and opportunities to strengthen consistency and efficiency in grantmaking and program operations. These insights will be shared with the Grants Management team to support continuous improvement in grantmaking and program operations across the Foundation. In addition to their program-facing responsibilities, the Program Associate will be an active member of the Grants Management team, participating in team meetings and retreats and contributing to shared projects and day-to-day operations. This position is well-suited for someone who thrives in dynamic environments, enjoys moving between teams and priorities, and takes ownership of program administration and grants management work. The Program Associate will support teams in meeting deadlines, improving workflows, and ensuring accurate, timely grantmaking, bringing strong attention to detail, sound judgment, and a problem-solving mindset to each assignment.

Requirements

Excellent administrative and project management skills, including the ability to plan and manage projects both independently and in collaboration with colleagues.
Strong organizational skills and attention to detail, with the ability to manage multiple priorities, meet tight deadlines, and track complex workflows.
Flexibility and willingness to work across a wide range of teams, work styles, and issue areas.
A collaborative, service-oriented approach, with the ability to contribute effectively as a member of a team and deliver high-quality philanthropic support in a clear, efficient, and collegial manner.
Strong oral and written communication skills.
Experience in budget management or financial coordination.
Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Adobe; experience with Salesforce is a plus.
Experience working with web-based document management tools and a willingness to learn and use new systems for program support.
Proficiency with problem solving, analysis, and applying an appropriate level of judgment.
A commitment to diversity, equity, and inclusion.
A positive attitude, sense of humor, and a commitment to contributing to a collegial and supportive work environment.
Bachelors or Associates degree (or equivalent work experience) desired.

Nice To Haves

Experience with grants processing, grantmaking operations, or analogous systems (e.g., nonprofit development or database management) preferred but not required.
Experience with grants compliance in the U.S. context preferred but not required.

Responsibilities

Provide operational support across multiple program teams, including coverage during staff transitions and additional capacity during high-volume periods.
Manage grants across the grant lifecycle, from proposal and application through reporting and closeout, including overseeing accurate entry and maintenance of data in the grants management system (GMS).
Implement processes to coordinate and track grant-related communications, timelines, and documentation across programs; ensure adherence to reporting requirements and deadlines.
Built and maintain working knowledge of legal compliance and risk management considerations; partner closely with Grants Management, Finance, Communications, and Legal to address and resolve issues.
Prepare consulting agreements and serve as a point of contact for consultants, including supporting invoice processing and related administrative workflows.
Partner with Program Officers to effectively prioritize workload and triage deliverables to meet competing deadlines.
As needed, support grant review and compliance for the Grants Management team, including reviewing proposal materials, GMS records, and grant reports.
Assist in preparing and reviewing docket materials, ensuring accuracy in formatting, sequencing, grant amounts, and summary information.
Support communication with grantees regarding grant processing, reporting timelines, and required materials.
Track grant budgets, spending, pacing, and internal timelines in collaboration with program teams and Grants Management.
Provide supplemental administrative and grantmaking support to program teams during periods of increased workload, staff transitions, or project-specific needs.
Identify patterns in operational challenges or process gaps encountered during assignments and elevate insights to the Grants Management team to support continuous improvement.