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Program Associate, Environment

Department: Environment
Location: Menlo Park, CA

Program Associate, Environment

The William and Flora Hewlett Foundation, based in Menlo Park, California, seeks a Program Associate supporting the Environment Program.


About the Foundation:

The William and Flora Hewlett Foundation is a nonpartisan, private charitable foundation that advances ideas and supports institutions to promote a better world. For more than 50 years, it has supported efforts to advance education for all, preserve the environment, improve lives and livelihoods in developing countries, promote the health and economic well-being of women, support vibrant performing arts, and strengthen Bay Area communities. In addition, we also make grants for special projects and to address other timely problems, such as challenges related to cybersecurity. Our newest program focuses on strengthening U.S. democracy. In 2020, the foundation announced a new grantmaking commitment focused on racial justice. The Hewlett Foundationís assets are more than $10 billion with annual awards of grants totaling more than $450 million. More information about the Hewlett Foundation is available at:

About the Environment Program:

The Environment Program focuses on climate change and clean energy, as well as Western conservation. We are committed to clearly identifying our goals and measuring progress toward them. Our team is made up of 10 program staff, plus additional staff from the communications, grants management, and legal departments. Additional information about the program is available here.

About the Position:

The Program Associate will support two program officers on the Climate team. This individual manages the administrative aspects of the grantmaking process, communicates with grantees regarding proposals, budgets, and grant reports, and assists with scheduling and other duties related to administrative support of the program officers. The Program Associate may be assigned from time to time to research issues, programs, and organizations to assess their potential fit with Hewlett Foundation funding strategies or other special projects, as needed.

Essential Duties and Responsibilities:

The Program Associateís duties will include, but not be limited to:

Grants Administration and Contracts (55%)

  • Manages a high volume of grants through the full grant lifecycle, from the proposal application process, to grant reporting and closing of grants.
  • Implements processes to plan, coordinate, and track communications, timelines, and documents related to grants. Ensures grants meet reporting requirements and deadlines.
  • Stays up to date on the common legal compliance issues that the grant portfolio presents and continues to develop expertise in managing complex compliance issues.
  • Acts as liaison to the Grants Management and Legal officers for relevant program grant processing, including such details as scheduling reports and payments, tax information (domestic and foreign) on grantees, and resolving any legal issues.
  • Organizes, composes, and manages program mailings and communications with current and potential grantees.
  • Manages, tracks, and forecasts program officersí annual grants budget.
  • Tracks the status of approved grants or contracts through completion of payment process and closure, including entry into both a grants management system (GMS) and a budget tracking system.
  • Prepares consulting agreements and serves as point of contact for consultants, including processing of invoices and other foundation administrative processes, as needed.

Administrative Support (45%)

  • Provides calendaring, scheduling and administrative support for program officers, including assistance setting up group meetings and complex scheduling requests across multiple geographies.
  • Tracks invoices, and provides support for domestic and international travel, conferences, and meetings.
  • Works with program officers to effectively prioritize workload, triaging deliverables to meet deadlines.


  • Strong administrative and project management skills and experience, including the ability to plan and manage projects both independently and with colleagues.
  • Proven organizational skills, including attention to detail and the ability to multitask.
  • Ability to meet tight, sometimes simultaneous, deadlines with a keen ability to prioritize and partner with others to meet common goals.
  • Proven ability to work as a strong, contributing member of a team to deliver philanthropic services in a clear, efficient, collegial manner.
  • Strong oral and written communication skills.
  • Advanced experience in MS Office: Word, Excel, Outlook, PowerPoint, and Adobe; experience with Salesforce a plus.
  • Experience in web-based document management tools and practices. Willingness to learn new software tools and use them for program support.
  • Proficiency with problem solving, analysis, and applying appropriate level of judgment.
  • Experience with grants processing and grants database preferred, but not required.
  • Strong interest in climate change and the environment.
  • A commitment to diversity, equity, and inclusion
  • Positive attitude, sense of humor, and a commitment to being part of and building a positive work environment.
  • Associate degree desired, bachelorís degree preferred.

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 regularly required to sit for extended periods of time and to travel via various modes of transportation for extended periods of time. The foundation employees are currently working remotely through June 2021. When we do return to the office, it will begin with a phased and voluntary approach.


To Apply:

Please apply online and submit a resume and cover letter explaining how your skills fit this position.

The William and Flora Hewlett Foundation embraces the importance of diversity, equity, and inclusion, both internally in our hiring process and organizational culture, and externally, in our grantmaking and related practices. We are an equal opportunity employer, and welcome applications from people of all backgrounds, cultures, and experiences.

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