Program Assistant, Limited Term

About the Department:

The Grantmaking Process Team ensures the Foundation’s end-to-end grantmaking process, systems, and data are continually optimized to support the Foundation’s goals, grantees, and partners today and in the future. This position will reside with the Grantmaking Process team but will provide support across the various grantmaking departments in the Foundation at different times.

About the Role:

We are looking for a Limited Term Program Assistant to join our team to support programs across the Foundation. This includes providing general administrative support and specific support for grantee proposal documents.

This is an ideal opportunity for you if you are early in your career and want to gain experience in the nonprofit sector OR you have work experience but want to transition into the nonprofit sector. We are looking for candidates who are mission driven, flexible, detail-oriented, have excellent time management capabilities, and demonstrated skills to work effectively with others. You should enjoy a variety of work and have the desire to contribute to the work of the Foundation and its grantees.

This is a limited term position (no more than 2 years) and will help build your resume for a role in the nonprofit space. You will report to the Grantmaking Process and Training Manager. Initially the role may start remotely but you will be required to work onsite at the Foundation offices in downtown Los Altos, California once the Foundation offices reopen. 

Primary Duties and Responsibilities: 

• Assist with grantee proposal documents (reviewing for completeness, organizing, and maintaining)
• Compose and/or proofread general correspondence, memos, summaries of grantee proposal documents, and other documents, as needed
• Assist with tracking grantee report deadlines and reviewing reports as needed
• Organize, schedule, and take notes at meetings
• Update team documents and file documents stored in a web-based system 
• Support grantmaking teams in the review process of the grant portfolio from proposal invitation through post award
• Work in an inclusive manner with integrity, sensitivity and respect for others
• Assist in other administrative projects across the Foundation, special events, and Foundation-hosted meetings as needed

Qualifications:

Knowledge, Skills and Abilities

• Strong written and oral communication skills
• Demonstrated attention to detail
• Ability to effectively utilize technology, with proficient computer skills, including working knowledge of Microsoft Office Suite and Outlook
• Ability to be flexible and adapt to a variety of tasks
• Ability to work effectively as a team member across multiple teams
• Ability to meet deadlines and to multi-task
• Highly organized and efficient
• Ability to exercise judgment in responding to phone calls and email, and in handling confidential information
• Experience working or connecting with diverse communities
• Ability to work effectively remotely until the Foundation offices reopen

Experience

Ideal candidates will have 1-2 years’ experience working in an administrative support position. Nonprofit knowledge / experience as a volunteer, or recipient is helpful.