Program Associate

Haas Jr. Fund • San Francisco, CA

13d • Hybrid

About The Position

The Evelyn and Walter Haas, Jr. Fund is dedicated to advancing equality and justice, enabling everyone to thrive with dignity and hope. Rooted in the Bay Area, the Fund operates with core values of Inclusion, Respect, Collaboration, and Courage. The Fund focuses on critical issues in California, including building a fairer democracy, promoting humane immigration approaches, and increasing higher education affordability for lower-income students. Located in downtown San Francisco, the Haas, Jr. Fund has a staff of 15 and approximately $500 million in assets. Since its founding in 1953, it has awarded over $769 million in grants. The organization strives for an inclusive, values-driven culture that emphasizes care for staff and the communities served, supporting staff learning and growth. The Program Associate is a full-time, non-exempt hourly position that provides essential administrative, grants management, research coordination, and day-to-day program support for the College Success Program. This role requires meticulous attention to detail, reliability, discretion with confidential information, and effective communication with various stakeholders. The position reports to the College Success Program Director and supports other Program Directors and the Vice President of Programs, with direction on specific projects coordinated through the College Success Program Director.

Requirements

• Four years of administrative experience, ideally within a mission-driven, nonprofit, or philanthropic organization.
• Bachelor of Arts or Bachelor of Science degree.
• Demonstrated commitment to positive social change and alignment with the Haas, Jr. Fund’s mission.
• Integrity, good judgment, and care in handling sensitive and confidential matters and following established processes.
• Strong technology skills, including advanced proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Strong interpersonal and communication skills, with the ability to build respectful and effective working relationships across staff, grantees, funding partners, and external constituents.
• Strong organizational and follow-through skills, with close attention to detail and the ability to track timelines, materials, and multiple priorities.
• Ability to support more than one director while staying organized, responsive, and clear about priorities.
• A proactive, resourceful, and adaptable approach to completing work, asking questions, and escalating issues appropriately.
• Ability to anticipate routine needs, work efficiently, and partner well with colleagues in a dynamic environment.
• Effective emotional intelligence and cultural competency, with demonstrated sensitivity to diverse backgrounds, experiences, and perspectives.
• Experience contributing to cross-departmental collaboration and a positive, supportive workplace culture.

Nice To Haves

• Experience with Canva, Expensify, GivingData, and Egnyte is a plus.

Responsibilities

• Supporting the grantmaking process, including application materials, budgets, grant agreements, award letters, reports, payments, and related records.
• Entering, maintaining, and updating accurate grant information in the grants management database.
• Tracking grants against approved objectives, timelines, budget allocations, reporting requirements, and payment schedules.
• Reviewing and summarizing grantee reports and contributing to grant write-ups and related materials.
• Checking grant applications, budgets, reports, and supporting documents for completeness, accuracy, and timeliness.
• Coordinating the renewal of small grants and annual memberships.
• Providing responsive and respectful support to grantseekers, grantees, funding partners, and other external constituents.
• Supporting select community initiatives through correspondence, research, coordination, and analysis.
• Following grantmaking policies, procedures, and internal expectations.
• Conducting research, organizing information, and preparing clear summaries of findings for program staff.
• Supporting special projects requested by Program Directors, the Vice President of Programs, and the President, as coordinated through the College Success Program Director.
• Attending Bay Area conferences, meetings, and convenings on behalf of the Program Department, and preparing summary reports or follow-up notes.
• Helping organize information that supports program learning, planning, and reflection.
• Helping create, edit, assemble, and organize board docket materials.
• Drafting correspondence and supporting written communications as needed.
• Organizing grant schedules, reports, research, records, and related materials.
• Supporting clear and timely communication across the Program team and with internal and external partners.
• Supporting the day-to-day work of Program Directors.
• Managing meeting requests, scheduling appointments, and helping coordinate calendars.
• Organizing meetings, convenings, and other events.
• Providing project coordination and project management support for program-related work, including organizing materials, tracking timelines and follow-up items, taking notes or minutes at meetings, and helping keep program staff informed of next steps.
• Handling phone, mail, and email communications with professionalism and care.
• Providing back-up coverage for other Program Associates and administrative staff as needed.
• Collaborating with other programs and the communications team on shared projects, special initiatives, and cross-programmatic events.
• Using GivingData to create, monitor, manage, and review grant information.
• Supporting accurate and timely coding, data entry, reporting, and recordkeeping.
• Tracking the progress, completeness, and accuracy of grant proposals, agreements, payments, reports, and budgets.
• Generating reports from databases and organizing information for internal and external use.
• Coordinating grants management system improvements with contractors.
• Supporting staff learning and effective use of the grants management system.
• Helping maintain historical records of grantmaking and impact, as well as tracking relevant external policy and systems changes.

Benefits

• Comprehensive medical, dental, and vision plans
• Paid time off and holidays
• A generous employer-funded 401(a) retirement plan with no employee contribution required
• A mass transit subsidy
• A monthly communications stipend
• Volunteering and matching grant support (after one year of service)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level