Program Associate, David and Lucile Packard Foundation

Los Altos, California 

Organization: David and Lucile Packard Foundation

Type of opportunity: Full-time

Duties: We seek an experienced program associate who will report to the program officer responsible for program operations and will provide associate-level support for the Western Pacific program officer. Duties will include, but not be limited to, the following:

  • Maintain positive and productive relationships with a wide range of organizations and individuals; meet with grantees and partners and attend conferences as time allows
  • Know and understand the Western Pacific strategy; participate in strategy refinement and monitoring, evaluation, and learning as needed
  • Contribute to the timely preparation of the monthly grant process, quarterly grant docket, and annual dashboard documents and processes
  • Create and maintain grant files according to Foundation polices; use Fluxx to manage individual grant information
  • Monitor the strategy’s grant budget and maintain the strategy’s grant tracking system
  • Facilitate the development and management of the strategy’s administrative budget
  • Meet Foundation, Conservation and Science Program, Western Pacific strategy deadlines while producing work that meets or exceeds quality guidelines
  • Compose, proofread, and correct documents such that no further checking is required
  • Monitor grants for Foundation legal, financial, and program compliance requirements
  • Proactively research and assemble relevant information for correspondence, reports, and meetings
  • Coordinate specific team calls and team calendaring as appropriate
  • Schedule on-site and off-site meetings for both internal and external participants
  • Participate in and lead meetings to produce collaborative work products and improve processes; as needed take notes, keep records, and track and follow up on action items
  • Respond in a timely, professional, and courteous manner to inquiries and other requests for information
  • Compose progress reports, general correspondence, denial letters, and other documents
  • Track meeting expenses and work with staff to ensure attendees are reimbursed in a timely fashion
  • Organize and maintain departmental electronic and paper files
  • Work closely and effectively with other members of the Conservation and Science program support team
  • Other duties or projects as assigned

Desired qualifications:

  • College degree or equivalent education and experience
  • Minimum of 4 years of administrative experience
  • Knowledge and understanding of and interest in issues pertaining to Western Pacific strategy preferred
  • Meets all deadlines and completes all tasks with a high degree of accuracy and dependability
  • Highly effective written and oral communications skills; actively participates in group meetings
  • Detail-oriented and with excellent proofreading skills
  • Multitasks with well-developed organizational skills
  • Manages and prioritizes own time and uses strong judgment skills to handle non-routine matters
  • Anticipates information needed by others as situations and projects develop
  • Consistently interacts with others in a professional, courteous, and tactful manner; maintains a positive attitude and good working relationships
  • Works well with colleagues, consultants, funders, and grantees across many diverse cultures and backgrounds
  • Coordinates among different time zones; is available for occasional early morning or evening calls
  • Demonstrated leadership skills and ability to suggest and implement process improvements when needed
  • Works independently and as a productive team member in varied activities and projects
  • Flexible and able to work with humor and grace under pressure
  • Excellent skills and strong knowledge of Microsoft Office products (Outlook, Word, Excel, and PowerPoint)
  • Willing to learn and become proficient at computer applications including Fluxx and Microsoft SharePoint
  • Consistent and dependable for full-time work and is willing to work overtime when occasionally required
  • Able and willing to occasionally travel to conferences and grantee site visits both domestically and internationally

Link to more information: View the job announcement.

How to apply: Please send an email referring to job number 16-09-3770R in the subject line along with a resume and one-page cover letter explaining your interest and how your skills and work experience fit the position to