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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 has been making grants since 1967 to help 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. For more information about the Hewlett Foundation, please visit

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 the practical skills all students need to succeed. Additional information about the Program is available at

About the Position

The Program Associate will primarily be responsible for providing support to assigned Education Program staff, which includes two full-time officers; selected support to the Program Director; and general assistance to the entire Program. As the primary administrative contact for assigned Program Officers, he or she will also be responsible for a 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 (Approximately 35%)

  • Manages core operational activities, including travel arrangements, trip expense reporting, conference registrations, and scheduling meetings for Program Officers.
  • 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 (Approximately 30%)

  • Supports core programmatic activities, including grant proposal solicitation, processing, tracking, and reporting. Monitors accuracy of information in the Foundation’s grants database.
  • Helps prepare final versions of docket materials, including reviewing documents to ensure correct sequence of page numbers, consistent formatting, clear presentation of pie charts and other data graphs, and accuracy of final grant amounts.
  • 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. Tracks the annual grants budget for both Program Officers.
  • Ensures adherence to Foundation policies and procedures, including reviewing grantee and contract documents for compliance with applicable requirements.
  • 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; supports Program staff in monitoring the reports queue; ensures timely report closure; keeps no-cost extensions in check; and helps 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 (Approximately 35%)

  • 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, Legal, and Communications.

Required Knowledge and Skills

  • Bachelor’s degree desired.
  • Experience in effectively supporting multiple individuals.
  • Exceptionally strong organizational skills, sharp attention to detail, and persistence in following through on projects.
  • Ability to take specific direction when necessary, along with a high level of independent judgment and initiative. 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, and a willingness to learn new tools and systems.
  • Demonstrated ability to do online research and information gathering.
  • Proven ability to prioritize and handle multiple tasks independently; effective management of shifting priorities and time-sensitive projects to meet deadlines.
  • Experience serving as an information hub for supervisors’ activities, and developing systems to track multiple projects.
  • Excellent written and oral communication skills, including the interpersonal skills and collaborative spirit to work effectively with a variety of people.
  • Demonstrated flexibility, maturity, and ability to work as a team with program officers, consultants, and persons outside the Foundation who have varying backgrounds and styles.
  • Commitment to and interest in improving educational outcomes for all students, including those disadvantaged by the system.

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.

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)
Application deadline: November, 30, 2014.

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