Program Associate, Madison Initiative and Special Projects Program

The William and Flora Hewlett Foundation, based in Menlo Park, California, seeks a program associate for its Madison Initiative and Special Projects Program.

About the Foundation

The William and Flora Hewlett Foundation helps people build measurably better lives. The Foundation concentrates its resources on activities in education, the environment, global development and population, Special Projects, performing arts, and philanthropy, and makes grants to support disadvantaged communities in the San Francisco Bay Area. The Foundation has assets of more than $9 billion and awards more than $350 million in grants annually. A fourteen-member Board of Directors provides overall direction for the Foundation. For more information about the Foundation, please visit www.hewlett.org.

About the Madison Initiative

What will it take for members of the United States Congress to deliberate, negotiate, and compromise in ways that more Americans support? The Hewlett Foundation’s Madison Initiative is joining with leaders in and outside of government, nonprofit advocates, academic researchers, and other funders to answer this question. Our initial grant making will be concentrated on three challenges: 1) Restoring pragmatism and the spirit of compromise in Congress through reform of legislative rules, norms and processes as well as by fostering relationships and dialogue across party lines; 2) Reforming campaigns and elections to set the stage for problem solving in Congress by supporting practical improvements in campaign finance, broadening primary electorates, and modernizing election administration; and 3) Promoting civic engagement that improves representation by informing citizens about the work of Congress and candidates for its offices and by enabling voters to play their part in our system of representative democracy.

About the Special Projects Program

The Special Projects Program has four components. The first component, Collaboration Across Programs and Departments, enables the Foundation to support unexpected opportunities that arise to advance the core Programs’ missions in ways that are important but peripherally related to their specific strategies, or outside their budget for the year. Collaborations with administrative departments are generally focused on improving the practice of philanthropy in areas of departmental expertise. The second component, Responsive Grantmaking, allows the Foundation tocollaborate with other, primarily external, partners including peer foundations, to jointly support worthy lines of work. A third category, “Good Citizen” grants, reflect support for organizations in our local community or organizations whose work serves general Foundation or community interests or the interests of multiple programs. Finally, Special Project’s Proactive grants enable the President to explore new work or to support strong programs or ideas that do not fall into any of our other programs or initiatives.

About the Position

The program associate will report to the Director of the Madison Initiative and will be responsible for providing support to assigned Madison Initiative and Special Projects Program staff. The program associate will be responsible for grants and contracts management, as well as administrative duties, and may act as the program’s representative for these functions to internal and external constituents.

Essential Duties and Responsibilities

Grants and Consultant Management

Reviews proposals, including all required documents and information to meet the Foundation’s guidelines and procedures and IRS tax compliance, in conjunction with the grants officer.
Acts as liaison to the grants management and legal departments for all program grant processing, handling details such as scheduled reports and payments, tax information on grantees, and data entry.
Assists in preparing final versions of docket material, reviewing documents to ensure correct sequencing of page numbers, consistent formatting, presentation of photos, figures, data tables and graphs, and the accuracy of final grant amounts.
Drafts and proofreads grant summaries as directed.
Organizes, composes, and manages program mailings and communications with current and potential grantees. Compiles and maintains relevant grantee and consultant information. Tracks the status of approved grants and consultant agreements through completion of payment process.
Tracks the grants budget periodically, working with program officers to complete grant processing throughout the annual grantmaking cycle.
Prepares files for various stages of the grantmaking or contracting processes, including Letters of Inquiry, proposals, and award letters. May handle all grant files related to the program area.
Reviews interim and final grantee reports. Maintains a system for reminding grantees about overdue reports, and follows up accordingly.
Researches potential grantees and consultants.
Prepares consulting agreements, in collaboration with the program director’s office and the legal department. Maintains corresponding contract files and acts as a resource to internal staff on contract questions. Serves as point of contact for consultants, providing guidance on billing, expenses, and the Foundation’s administrative processes as needed.

Administrative and Programmatic Support

Manages program activities, including travel arrangements, conference registrations, expense reports, and scheduling meetings.
Prepares agendas and takes minutes.
Manages and tracks the program grants and admin budget.
Answers and routes all incoming telephone calls, mail, and e-mail.
Organizes or coordinates Program events, arranging logistics for space, transportation and technology needs. Assists in developing presentation materials and communicating with guests.
Drafts and manages business correspondence and responds to internal and external requests for program information. Manages program documentation, including preparing, copying, distributing, and filing materials such as conference materials, reports, and correspondence in paper and electronic forms. Helps develop and update information posted on the Foundation’s internal and external websites.

Required Skills and Knowledge

High school diploma or equivalent required, bachelor’s degree preferred.
Experience in an administrative or support role.
Excellent computer skills and proficiency with the Microsoft Office Suite. Superior skills preparing Excel-based analysis and PowerPoint presentations a plus.
Ability to prioritize and handle multiple tasks independently, effectively managing shifting priorities and time-sensitive projects to meet deadlines.
Experience with grants processing and grants database a plus.
Excellent written and verbal communication skills, including interpersonal skills and an ability to work effectively with a variety of people.
Strong organizational skills, highly detail-oriented.
Library / Internet research skills desirable.

Physical Demands/Work Environment

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is required to spend extended periods of time at a computer.

The William and Flora Hewlett Foundation is an equal opportunity employer and welcomes a diverse pool of candidates.

How to apply

Please send our Human Resources Department a resume and cover letter explaining how your skills fit this position:

Email: employment@hewlett.org (Subject Line: [Your Name] –Program Associate, Special Projects)

Fax: 650.234.1985

Application deadline: Until filled