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Program Associate

Department: Performing Arts
Location: Menlo Park, CA

The William and Flora Hewlett Foundation, based in Menlo Park, Calif., seeks a Program Associate to support the Performing Arts 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 $13 billion with annual awards of grants totaling more than $450 million. More information about the Hewlett Foundation is available at: www.hewlett.org.

About the Performing Arts Program 

The foundationís Performing Arts Program focuses on the intersection of artistic vibrancy, cultural diversity, and equity to steward and strengthen the performing arts in the San Francisco Bay Area. Our team is comprised of seven staff, plus additional staff support from the communications, grants management, and legal departments. Additional information about the Program is available at: www.hewlett.org/programs/performing-arts/.    

About the position

The Program Associate serves as a central coordinator for the Performing Arts team, provides administrative support for two to three program staff, and contributes to the ongoing learning and strategic development of the Program. The Program Associate manages a heavy load of grantmaking support; processes contracts; communicates with internal and external partners; manages various administrative and grants budgets; and engages in other activities that advance the programís strategies and the foundationís values and objectives. The Program Associate reports to one of the programís three program officers.

Essential duties and responsibilities 

Grants and Contracts Management (50%)

  • Oversees the life cycle of grantmaking and contracting processes by supporting program staff in proposal solicitation and receipt; reviewing submitted documents and materials for adherence to foundation and Program policies and procedures; organizing and responding to communications with grantees and contractors; and proactively working with internal and external partners to ensure timely grant and contract submission, review, payment, response, and closure.
  • Stays up to date on grants and contract compliance issues and procedures; develops an in-depth understanding of complex legal and administrative issues; develops and maintains tools, systems, and files for managing recurring procedures and issues. 
  • Enters and manages data in grant and contract databases (Salesforce), including grantee and contractor information, grant coding, payment schedules or contingencies, and wire transfer information. Prepares reports utilizing data, as needed. 
  • Works with IT, Legal, the Presidentís Office, and other internal and external partners to address relevant issues. 
  • Reviews and analyzes documents submitted by grantees and contractors; shares timely updates and summaries for program staff regarding legal compliance or other issues that may arise during the development, review, and implementation of grants and contracts. 

Administrative Support (20%)

  • Provides calendaring, scheduling, and meeting support for program staff as needed, including booking travel arrangements, lodging, and conference registration; preparation and review of documents and materials; and arranging logistics and technology.
  • Plans and implements meetings and events that take place on site, off site, and online. 
  • Prepares expense reports for Program staff and ensures compliance with foundation and Program policies.
  • Collaborates with program and Finance staff to develop, maintain, and monitor annual administrative and grants budgets, including organizational effectiveness support, and tracking administrative and grant spending and pacing.
  • Coordinates and contributes to the timely preparation and submission of board materials, including reviewing documents, and formatting charts and graphs. 
  • Stays up to date and serves as a department specialist and key resource for Program staff on administrative processes, requirements, and guidelines, including software systems, grant and contract workflows, and board materials requirements. 
  • Works with internal and external partners to maintain administrative systems and files.

Relationship-building and coordination (15%)

  • Develops and maintains positive, collaborative relationships with grantees, contractors, funders, and internal foundation departments, particularly Grants Management, Finance, Legal, IT, and Communications.
  • Acts as a primary liaison for the Program with Grants Management, Legal, Finance, and others for relevant grant and contract processing.
  • Responds to communications from grantees, potential grantees, and contractors, or routes communications as appropriate.

Team Engagement (15%)

  • Supports and contributes to team collaboration and learning about strategy, grantees, field, Program, etc.
  • Supports and contributes to projects that improve the skills, culture, and workflows of the Performing Arts Program and the foundation, including diversity, equity, and inclusion.
  • Prepares for and participates in Performing Arts Program presentations and briefings for staff, grantees, and funding partners.
  • May lead individual projects and participate on committees that advance the Programís strategy and the foundationís objectives.  
     

Required skills and knowledge

  • Ability to accurately analyze information, proactively solve problems, and exercise appropriate judgement. 
  • Ability to evaluate ideas and information with open-mindedness. 
  • Ability to assess and respond to changing circumstances.
  • Effective written and oral communication skills, including interpersonal skills and the ability to foster a team-oriented, inclusive work environment.
  • Strong organizational skills, sharp attention to detail, and persistence and accuracy in seeing projects through to completion.
  • Excellent computer skills and proficiency with the Microsoft Office suite, especially Word, Excel, Outlook, and PowerPoint.
  • Proficient with web-based content management and communication tools, such as Salesforce, Box, Slack, Google Docs, Survey Monkey, DocuSign, and Zoom; learns new tools and systems to support the changing needs/requirements of the foundation and Program. 
  • Ability to prioritize and complete multiple tasks independently; effectively manage and shift priorities and meet deadlines.
  • Ability to constructively partner with others to meet common goals. 


Qualifications

  • Bachelorís degree in a related field, or equivalent experience, desired.
  • Demonstrated interest, or experience working in, the field(s) of the Program.
  • Demonstrated experience working in collaborative teams or settings.
  • Demonstrated commitment to diversity, equity, and inclusion.
  • Experience working with individuals with diverse styles and backgrounds.


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 until September 13, 2021.

Effective September 13, 2021, the foundation will require all staff, vendors, and visitors accessing our office to be fully vaccinated against SARS-CoV-2, the virus that causes COVID-19.


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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