Operations Associate, Green Chemistry Initiative

Gordon and Betty Moore established the foundation to create positive outcomes for future generations. Guided by this vision and the Statement of Founders' Intent, the foundation fosters path-breaking environmental conservation, scientific discovery, and preservation of the special character of the San Francisco Bay Area. We strive to make significant and durable impacts on the world.

Together, we work to honor the vision of our founders and serve as stewards of the resources they have entrusted to us. We establish specific strategies based on advice from experts, identify partners who share our goals and measure results along the way. We build relationships and fund work in areas where we hope to make significant impacts; and we know that working together expands our ability to drive meaningful change.

The Opportunity

The foundation’s Operations Associates provide operational and administrative support for program staff. They are accountable for enabling effective operations throughout the full cycle of grant development and grant management and in other key internal processes, which include management of operating and grantmaking budgets, monitoring and evaluation, strategic planning, and other needs.

This associate will provide support to the Science Program, with primary focus on the foundation’s newly launched Green Chemistry Initiative. The Green Chemistry Initiative aims to enable new scientific methods and discoveries on chemical reaction dynamics, electrostatic (non-covalent, or “weak force”) chemical interactions, complex reaction mixtures, and toxicology, all aimed aligning chemical processes with sustainability goals.

This position is based at our main office in Palo Alto, CA, and reports to the Green Chemistry Initiative Program Director, with a dotted-line reporting relationship to the Science Program Manager on operational and financial management. The Operations Associate also works closely with others in the Science Program and across the foundation.

What you will do

Initiative Team Operations

• Develop and implement processes, timelines, analyses, and templates to support and enhance initiative operations, in particular regard to grant submissions, internal deadlines, team deliverables, initiative spending, and management of active grants. Use good judgment, with understanding of context, to identify priorities and strengthen team operations.
• Manage internal team processes ensuring that tasks and responsibilities are clear, and deadlines are met.
• Facilitate team coordination, work plans, internal functional relationships, knowledge management, and tracking and accountability of action items.
• Track operating budget and grantmaking allocations of the initiative, ensuring informed financial decisions of the Program Director and regular coordination with the Program Officer(s) and Program Manager.
• Exercise judgment within defined internal grant procedures and practices to determine appropriate courses of action. Serve as key internal contact for the initiative, solving problems and consulting with Grants Administration and Program Manager as needed.
• Collaborate with the Program Director and Program Officer(s) in the formulation and implementation of team processes and, with the Program Manager and other Associates, in the development and implementation of program-wide processes (e.g., grant submission flow, grant sign-off, grant document templates).
• Coordinate team activities, organize team meetings and calendars, maintain meeting agendas, create and distribute meeting notes and synthesis documents, maintain action items for the team and carry out other administrative duties as requested and, when appropriate, in coordination with the Science Team Executive Assistant.
• Plan and help manage virtual, in-person, and hybrid conferences, workshops and meetings that bring together members of the grantee and research community, with attention to detail in managing event logistics, expenses, and participant reimbursements.
• Manage contracts with external vendors, including hotels, restaurants, and event management companies. Partner with external parties to oversee travel policy compliance, conduct participant reimbursement, and manage event expenses as needed.

Grants Operations

• Support the Program Director and Program Officer by maintaining active grant records, monitoring deadlines and payments, and independently managing the collection of grantee reports. Prepare reporting templates for grantees and work with the initiative team to revise and iterate upon report templates as needed. Communicate with grantees to manage project extensions and associated revision of grant requirements.
• Support the Program Director and Program Officer in stewarding grants through the development process by communicating with prospective grantees regarding grantmaking procedures, developing and sharing appropriate templates and instructions, and updating prospective grant records. Apply initiative and foundation knowledge in responding to communications courteously and promptly.
• Employ project and grant management tools to manage information on the grant pipeline, including grant requirements, preparing and sending reporting templates for grantees, and tracking payments.
• Help prepare and run calls for proposals, manage proposal web portal, and help organize proposal reviews.
• Proactively engage with finance, legal, grants administration, and information technology teams to facilitate smooth grantmaking operations. Develop and apply institutional knowledge of grantmaking and other programmatic procedures to understand when and how to engage colleagues appropriately. Provide input in joint problem-solving and generating ideas for increasing efficiency.
• Manage expenditure-responsibility and equivalency-determination requirements, working with grantees, foundation legal staff, and Grants Administration.
• Develop, solicit, and coordinate updates of website content in partnership with Program Director and internal communication team members.
• Communicate effectively to internal and external audiences regarding our funding activities and apply knowledge about the Green Chemistry Initiative, other grant portfolios, and the Science Program when addressing inquiries from the community.
• Contribute to, and participate in, the foundation’s cross-program activities and projects as needed.
• Participate in similar grant development and management procedures for the Science Program’s Standalone grantmaking, as requested.
• Actively participate in and assist with Science Program and foundation meetings, trainings, and other activities, and help facilitate internal and external meetings, including multi-day retreats.

What you bring with you

Qualifications

• A Bachelor’s degree.
• A minimum of 3 years’ relevant work experience in administration, program coordination, and/or project management.
• Experience with meeting and/or event planning and management.
• General interest in and appreciation of science as demonstrated through school, work, extracurricular activities, and/or volunteer programs.
• Familiarity with academic administration, funding, and department and laboratory structures is beneficial.

Competencies

• Strong organizational skills and diligent attention to detail.
• Strong computer skills, specifically advanced excel. Experience with Sage Intacct, Concur and grants management system preferred.
• Proven ability to manage and prioritize multiple time-sensitive tasks.
• Flexible and positive approach to problem solving in a collaborative team environment; comfort with ambiguity.
• Willingness to complete a variety of projects to achieve group goals and an ability to work collaboratively with multiple audiences.
• A desire to expand and apply knowledge.
• Exceptional written and oral communication skills.
• Initiative, organizational skills and creativity.
• Demonstrated interest in nonprofit and/or philanthropic sector.

Attributes

The 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 salary and a wide range of benefits to support your life, health, and well-being.

The expected salary range for this position is between $95,000 and $110,000 per year. Our job titles and salary ranges may span more than one career level, and the salary offered to a candidate will be determined based on factors such as the scope and responsibilities of the position, job-related knowledge and skill set, depth of experience, certifications and/or degrees, and our practice of upholding salary equity within the foundation.

Our health benefits include employer-paid options for medical, dental, and vision insurance for employees and dependents; a mental wellness program; paid parental leave; employer-paid disability and life insurance benefits; and pre-tax flexible spending accounts for medical and dependent care expenses.

Other benefits include six weeks of paid time off per year and ten paid holidays; a 401(k) retirement savings plan with a foundation contribution of up to 10% and a Roth 401(k) option; a matching gifts program for qualifying charitable contributions; hybrid work arrangements and a home office stipend; and a commuter benefits program.

To support you in achieving your career goals, the foundation offers a professional development program to all benefits-eligible employees that includes an annual financial benefit of $5,000 and paid time off to participate in educational programs.

Work Arrangements/Location

This position is based at the foundation’s main office in Palo Alto, CA. Candidates must be based in or willing to relocate to the San Francisco Bay Area. Under the foundation’s residency policy and hybrid work arrangements, employees must reside within a reasonable driving distance of the foundation’s Palo Alto office and work onsite a minimum of four days a month, the weeks of May and November board meetings, and on periodic occasions throughout the year when foundation business needs require. A fully remote work option will not be considered for this role.