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Program Associate, Environment

Program Associate, Environment
Job Description: 

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 at

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 Associate’s duties will include but not be limited to:

Grants Administration and Contracts (55 percent)

  • Manages a high volume of grants through the full grant lifecycle, from the proposal application process to grant reporting and closing of grants.
  • Interfaces with current and potential grantees to address any questions regarding proposal and reporting process.
  • Implements processes to plan, coordinate, and track communications, timelines, and documents related to grants. Ensures grants meet reporting requirements and deadlines.
  • Collaborates with Program Officers to reconcile administrative and grants budgets.
  • Enters grant and contract data in grants database and program budget planner.
  • 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.
  • 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 percent)

  • Provides calendaring, scheduling, and administrative support for Program Officers.
  • Tracks expenses, 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.
  • Leads event and/or conference planning and coordination.


  • 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 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.
  • Positive attitude, sense of humor, and a commitment to being part of and building a positive work environment.
  • Associate degree desired, bachelor’s 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 required to spend extended hours at the computer.

Please apply online and submit a resume and cover letter explaining how your skills fit this position to the attention of Human Resources.

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