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Program Associate, Education

The William and Flora Hewlett Foundation, based in Menlo Park, California, seeks a Program Associate for its Education Program.

About the Foundation

The William and Flora Hewlett Foundation helps people build measurably better lives. The Foundation concentrates its resources on programs in education, environment, global development and population, performing arts, and philanthropy, as well as grants to support disadvantaged communities in the San Francisco Bay Area.

About the Education Program

The Education Program makes grants to improve education by expanding the reach of openly available educational resources, improving California education policies, and supporting "deeper learning"―a combination of the fundamental knowledge and practical basic skills all students will need to succeed. Additional information about the Program is available at

About the Position

The Program Associate will be primarily responsible for providing support to the Program Director and general assistance to the entire Program. The primary administrative contact for assigned Program Director, the Program Associate will also be responsible for some combination of grants management, operational, project, and program-related duties listed below and may represent these functions to both the Foundation’s internal departments and external constituents.

Essential Duties and Responsibilities

Administrative Support

  • Manages core operational activities, including travel arrangements, trip expense reporting, conference registrations, and scheduling of meetings for Program Director.
  • Answers and routes incoming telephone calls, mail, and email; answers inquiries and takes messages as needed.
  • Researches and prepares relevant background information for meetings and presentations. Compiles reference materials as needed and prepares agendas, secures meeting facilities and catering as necessary, and synthesizes meeting themes, takes notes and keeps track of next steps as needed.
  • Drafts and develops business correspondence as directed; responds to information requests.
  • Assists in researching and compiling background material on potential consultants. Works with appropriate Foundation staff to develop and execute contracts.
  • Coordinates tasks with appropriate Foundation staff to ensure that the Program has sufficient supplies, equipment, and space to conduct its work.

Grants Management

  • Supports core programmatic activities, including grant proposal solicitation, processing, tracking, and reporting. Monitors accuracy of information in the Foundation’s “Toolbox” database and in GIFTS.
  • Serves as the “docket whip”; i.e. ensures that the program develops and delivers all docket related materials at a high level of quality and on-time.   Serves as a liaison between Program Director, program components, other departments, and copyeditors and proofers.  Assists in preparing, formatting and editing final versions of docket materials.
  • Within the Program Director’s portfolio helps prepare final versions of docket materials, including reviewing documents for accuracy and clarity.
  • Organizes, drafts, and manages Program mailings and communications with current and potential grantees.
  • Compiles and maintains relevant grantee information, and tracks the status of approved grants through completion of payment process. Reviews narrative and financial grant reports, and drafts grant closing reports.
  • Ensures adherence to Foundation policies and procedures, including reviewing grantee and contract documents for compliance with applicable requirements.  Serves as a resource for the other program associates to answer questions and provide assistance around policy and procedural issues. 
  • Manages files throughout various stages of the grant application process, including Letters of Inquiry, proposals with relevant project narratives and budget plans, and award letters. Handles all grant files related to the assigned portfolio.
  • Oversees the life cycle of approved grants by managing an accurate, timely grant reporting process; supporting Program staff in monitoring the reports queue; ensuring timely report closure; keeping in check no-cost extensions; and helping review budgeted versus actual financial reports.
  • Develops liaison relationships with Grants Management for all grant processing, including such details as scheduling reports and payment, tax information (domestic and foreign) on grantees, and data entry.
  • Composes and proofreads grant summaries as directed.

Programmatic Support

  • Collaborates with the Program Director to develop, maintain and monitor the program’s grants, administrative and consultant budgets.
  • Manages and tracks the program budget for presidential discretionary, organizational effectiveness, and video conferencing grants.
  • Answers and manages inquiries about the program.  May act as representative for the program at various locations.
  • May serve on internal, cross-functional Foundation committees.
  • Organizes or coordinates Program events, arranging logistics for transportation, space, and technology requirements. Assists in developing presentation materials and communicating with guests.
  • Provides guidance to consultants on administrative expensing.
  • Manages relationships with various internal Foundation departments, particularly with Grants Management, Finance, and Legal.
  • Serves as project manager on selected projects.

Required Knowledge and Skills

  • High school diploma or equivalent required, bachelor’s degree desired.
  • Experience in effectively working with a wide variety of individuals and work styles.
  • Strong organizational skills, sharp attention to detail, and persistence in following through on projects.
  • High level of initiative, with an ability to anticipate supervisors’ needs and creatively address problems with appropriate, timely solutions.
  • Excellent computer skills, with proficiency in the Microsoft Office suite and Google Apps; openness to learning new tools and systems.
  • Proven ability to prioritize and handle multiple tasks independently; effective management of shifting priorities and time-sensitive projects to meet deadlines.
  • Excellent written and oral communication skills, including the interpersonal skills and collegial spirit to work effectively with a variety of people.

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 the computer. This position requires the employee to be physically present at the Foundation to accomplish the above tasks.

How to Apply

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

Email: (Subject Line: [Your Name] – Program Associate, Education)

Fax: 650.234.1985

Application deadline: Until filled

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