Operations Associate, Foundation Special Projects

Gordon and Betty Moore established the foundation to create positive outcomes for future generations. Guided by this vision and the Statement of Founders' Intent, we foster path-breaking scientific discovery, environmental conservation, patient care improvements and preservation of the special character of the San Francisco Bay Area.

Each day we strive to make a significant and positive impact on the world. Together, we work tirelessly to honor the vision of our founders and serve as stewards of the resources they entrusted to us. We establish specific strategies based on input from experts, identify partners who share our goals, and measure results along the way—all while making adjustments as needed. We build relationships and fund work in areas where we hope to make a significant impact. We’re okay with failing, as long as we learn from our mistakes. And we know that working together expands our ability to drive meaningful change.

We believe there can be no truly lasting change for the good if that change is not just and widely shared. Comprehending and incorporating values of diversity, equity, and inclusion in pursuing goals and refining strategies is vital to achieving our desired outcomes. These values weave through what we do and drive how we operate.

Position Summary

The foundation is seeking an individual to support its special projects grantmaking. Special projects include flexible funding portfolios and standalone grants that advance the foundation’s core programmatic interests and often span two or more of the foundation’s programs. The foundation’s special projects wildfire portfolio, for example, seeks to reduce a key threat to environmental conservation and to cultivate innovation and scientific and technological breakthroughs. In addition, there may be occasional needs that arise within the Bay Area grantmaking portfolios, which support local conservation and science and technology learning museums.

The Operations Associate will provide key coordination and administrative support for program staff and be accountable for enabling effective operations throughout the full cycle of grant development and grant management. This is a relatively entry-level position, with opportunities to learn and grow in the role. Our ideal candidate will have a bachelor’s degree and experience in administration and/or project management., and candidates are not expected to have extensive experience in all areas listed in the job posting. The Associate will report to the Program Director for Bay Area and Special Projects, and work closely with others across the organization and on the team as needed.

This position is based at our main office in Palo Alto, CA. Due to the COVID-19 pandemic, foundation offices are temporarily closed until at least September 6, 2022, and work will initially occur remotely. Once our offices reopen, the foundation will shift to hybrid work arrangements, and all employees will work a minimum of eight days per month in their designated office.

Primary Responsibilities

• Facilitate coordination of the full cycle of planning efforts and operational grantmaking for special projects portfolios and standalone grants.
• Ensure effective and efficient day-to-day grant development and management by helping conduct due diligence on new projects and proposal budgets, management of active grant records and requirements, tracking of payments, preparing and sending reporting templates for grantees, and ongoing communication with grantees and other stakeholders.
• Help organize and schedule conferences, workshops, and meetings with members of grantee and advisory communities, including arranging travel (meals, lodging, etc.) for meeting participants as needed, and managing event logistics, expenses and participant reimbursements, etc.
• Coordinate portfolio-related meetings and calendars, maintain meeting agendas, create and distribute meeting notes and synthesis documents, track action items, among other administrative duties as requested.
• Collect and organize impact data, publications, and other grant-supported products to help track grant and portfolio outputs and outcomes.
• Develop, solicit, and coordinate updates of website content in partnership with program and communication teams.
• Communicate effectively to internal and external audiences regarding our funding activities and apply knowledge about special projects portfolios, the foundation’s program priorities, and our founders’ intent when addressing inquiries from the community.
• Contribute to, and participate in, cross-foundation activities and projects as needed.

Qualifications

• Bachelor’s degree in a relevant field.
• 3+ of relevant work experience with proven experience in administration, program coordination, and/or project management.

Desired Competencies

• Excellent project management and analytical skills.
• Strong attention to detail.
• Ability to think critically and provide practical solutions based on thorough analysis in the face of real-time issues.
• Interest and ability to obtain knowledge in a wide variety of different fields.
• Willingness to ask for help and identify appropriate resources to accomplish tasks, when necessary.
• A strong team orientation, positive attitude, integrity, self-motivation, discipline, and reliability.
• Proficiency with office productivity software (e.g., MS Outlook, Word, Excel, PowerPoint).
• Strong written, oral, and graphic communication skills (e.g., phone inquiries, webpages, PowerPoint presentations, correspondence, and research summaries).
• Experience in reviewing and managing budgets.
• Ability to work independently, self-manage priorities and goals for projects, meet deadlines, and multi-task while working well under pressure.
• Willingness to support and promote the foundation and colleagues through commitment to enhancing the foundation’s considerations of Diversity, Equity and Inclusion.

Attributes

Our ideal candidate will demonstrate the following attributes that describe how we at the foundation strive to do our work with each other and our partners.

• Committed to Excellence - We bring our best to all we do.
• Passionate - Inspired by the vision of our founders, we are passionate about our work.
• Collegial - We are part of a team striving toward common goals.
• Open and Honest - We act with integrity, putting the good of the foundation first.
• Humble and Self-Aware - Emulating our founders, we bring a sense of humility to our work.

Compensation and Benefits

The Moore Foundation provides a generous total compensation package that includes a competitive base salary and comprehensive benefits to support your life, health, and well-being.

The salary range for this position starts at $74,580 per year. Offers are based on the candidate's years of experience and our practice of upholding salary equity within the foundation.

Health benefits include employer-paid options for medical insurance and employer-paid dental and vision insurance for employees and dependents; an employee assistance program; employer-paid disability, business travel, and life insurance benefits; paid parental leave; and pre-tax flexible spending accounts for medical and child care expenses. 

Other benefits include 6 weeks of paid time off per year of employment and 10 paid holidays; 401(k) retirement savings plan with a foundation contribution of up to 10% and a Roth 401(k) option; matching gifts program for qualifying charitable contributions; hybrid work arrangement; commuter benefits program; tuition assistance; and professional development opportunities.

Application Process

The Moore Foundation is an equal opportunity employer and welcomes a diverse pool of applicants. We depend on individuals who possess varied skills, perspectives and expertise. We seek to recognize many forms of excellence in candidates, attract individuals with varied identities and backgrounds, and enable all employees to feel they belong and can contribute to the mission of the Moore Foundation.

We do not discriminate based on race, color, religion, creed, sex, gender (including pregnancy, childbirth or related medical conditions), national origin, ancestry, citizenship, age, physical disability, mental disability, medical condition, genetic information, military or veteran status, marital status, registered domestic partner status, sexual orientation, gender identity, gender expression, or on any other basis protected by applicable federal, state or local law. We also do not discriminate based on the perception that anyone has any of these characteristics or is associated with a person who has or is perceived as having any of these characteristics.

The foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the foundation will ensure that persons with disabilities are provided reasonable accommodations.

If a reasonable accommodation is needed to participate in the job application process, please contact hr@moore.org. A request for an accommodation will be responded to within three business days. However, non-disability related requests, such as following up on an application, will not receive a response.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the ordinance.

Applicants must be legally authorized to work in the United States.

COVID-19

The Moore Foundation requires that all employees be fully vaccinated against COVID-19, except as required by law. Any employment offer will be contingent upon satisfactory proof that you are fully vaccinated from COVID-19, subject to reasonable accommodations for medical or religious reasons, and/or as otherwise required by applicable law.