Program Associate Jobs in Santa Clara, CA (NOW HIRING)

EXECUTIVE SUMMARY
The William and Flora Hewlett Foundation is a nonpartisan, global philanthropy committed to helping people, communities, and the planet flourish. With assets of approximately $14 billion and annual grantmaking exceeding $600 million, Hewlett supports long-term, trust-based partnerships across the U.S. and globally.
The Foundation is seeking a Program Associate (Cross-Foundation) to join its Grants Management team. This role provides flexible, high-quality grantmaking and operational support across program teams, stepping in during periods of transition, leave, and high-volume work to ensure continuity.
In partnership with Program Officers and operations staff, the Program Associate will manage grants, coordinate workflows, and support time-sensitive priorities across multiple teams. The role offers broad exposure to Hewlett's program areas and the opportunity to build expertise in grantmaking systems and cross-team collaboration.
This position is based in Menlo Park, California, with a hybrid schedule of 2-3 days per week in the office. The salary range for this role is $105,000 - $115,000, with a comprehensive benefits package.
ABOUT THE FOUNDATION
The William and Flora Hewlett Foundation invests in creative thinkers and problem solvers working to ensure that people, communities, and the planet can flourish. Together with its partners, the Foundation is harnessing society's collective capacity to solve our toughest problems. A nonpartisan philanthropy, the Hewlett Foundation has made grants in the U.S. and globally for nearly six decades based on an approach that emphasizes long-term support, collaboration, and trust.
Globally, the Foundation makes grants to address both longstanding and emerging challenges, such as efforts to reduce the growing threat of climate change, contribute to evidence-informed policymaking, and reimagine the economy and society. Its U.S. efforts prioritize strengthening democracy, advancing K-12 education for all students, and supporting community-led conservation. In the San Francisco Bay Area, it makes grants to support meaningful artistic experiences in local communities and support regional foundations working on critical issues such as housing. The Foundation's grantmaking also invests in strengthening the effectiveness of its grantees, and of philanthropy itself. The Hewlett Foundation's assets are approximately $14 billion, with annual grant awards exceeding $600 million in recent years.
The Foundation has approximately 130 employees in programmatic, operational, and investment roles, and is located in the San Francisco Bay Area. Across the organization, employees are challenged with meaningful work, have the resources for ongoing professional development and learning, and contribute to a collegial and engaging environment. Hewlett is committed to fostering a culture of inclusion as part of its Guiding Principles and encouraging individuals from a wide range of backgrounds and experiences to apply.
THE OPPORTUNITY: PROGRAM ASSOCIATE (CROSS-FOUNDATION)
Reporting to the Director of Grants Management, Hannah Kahn, the Program Associate (Cross-Foundation) will provide high-quality operational and programmatic support across multiple program teams (approximately 80% of the role) while also contributing to the Grants Management team's priorities and projects (approximately 20% of the role).
This position is designed to flex across program teams based on evolving needs. Assignments may range from short-term support for time-sensitive projects to longer-term coverage during staff transitions or periods of increased demand. Program assignments will be determined and prioritized by the Director of Grants Management based on program needs and the Program Associate's availability.
Because this role works across diverse program areas, the Program Associate will gain unique visibility into how different teams operate. Over time, they will use this cross-program perspective to identify recurring challenges, operational gaps, and opportunities to strengthen consistency and efficiency in grantmaking and program operations. These insights will be shared with the Grants Management team to support continuous improvement in grantmaking and program operations across the Foundation.
In addition to their program-facing responsibilities, the Program Associate will be an active member of the Grants Management team, participating in team meetings and retreats and contributing to shared projects and day-to-day operations.
This position is well-suited for someone who thrives in dynamic environments, enjoys moving between teams and priorities, and takes ownership of program administration and grants management work. The Program Associate will support teams in meeting deadlines, improving workflows, and ensuring accurate, timely grantmaking, bringing strong attention to detail, sound judgment, and a problem-solving mindset to each assignment.
ESSENTIAL DUTIES & RESPONSIBILITIES
Program Support (80%)

• Provide operational support across multiple program teams, including coverage during staff transitions and additional capacity during high-volume periods.
• Manage grants across the grant lifecycle, from proposal and application through reporting and closeout, including overseeing accurate entry and maintenance of data in the grants management system (GMS).
• Implement processes to coordinate and track grant-related communications, timelines, and documentation across programs; ensure adherence to reporting requirements and deadlines.
• Built and maintain working knowledge of legal compliance and risk management considerations; partner closely with Grants Management, Finance, Communications, and Legal to address and resolve issues.
• Prepare consulting agreements and serve as a point of contact for consultants, including supporting invoice processing and related administrative workflows.
• Partner with Program Officers to effectively prioritize workload and triage deliverables to meet competing deadlines.

Grants Management Support (20%)

• As needed, support grant review and compliance for the Grants Management team, including reviewing proposal materials, GMS records, and grant reports.
• Assist in preparing and reviewing docket materials, ensuring accuracy in formatting, sequencing, grant amounts, and summary information.
• Support communication with grantees regarding grant processing, reporting timelines, and required materials.
• Track grant budgets, spending, pacing, and internal timelines in collaboration with program teams and Grants Management.
• Provide supplemental administrative and grantmaking support to program teams during periods of increased workload, staff transitions, or project-specific needs.
• Identify patterns in operational challenges or process gaps encountered during assignments and elevate insights to the Grants Management team to support continuous improvement.

WHO YOU ARE
You are a highly organized, detail-oriented professional who takes pride in executing complex work with accuracy, responsiveness, and care. Comfortable working within systems and processes, you support the smooth coordination of complex, mission-driven work behind the scenes and quickly build context across teams. You are energized by managing multiple priorities, meeting deadlines, and ensuring work is completed efficiently and accurately. You bring a strong sense of ownership, a service-oriented mindset, and a willingness to step in as needed to support shared goals.
You will also bring:

• Excellent administrative and project management skills, including the ability to plan and manage projects both independently and in collaboration with colleagues.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities, meet tight deadlines, and track complex workflows.
• Flexibility and willingness to work across a wide range of teams, work styles, and issue areas.
• A collaborative, service-oriented approach, with the ability to contribute effectively as a member of a team and deliver high-quality philanthropic support in a clear, efficient, and collegial manner.
• Strong oral and written communication skills.
• Experience in budget management or financial coordination.
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Adobe; experience with Salesforce is a plus.
• Experience working with web-based document management tools and a willingness to learn and use new systems for program support.
• Proficiency with problem solving, analysis, and applying an appropriate level of judgment.
• Experience with grants processing, grantmaking operations, or analogous systems (e.g., nonprofit development or database management) preferred but not required.
• Experience with grants compliance in the U.S. context preferred but not required.
• A commitment to diversity, equity, and inclusion.
• A positive attitude, sense of humor, and a commitment to contributing to a collegial and supportive work environment.
• Bachelor's or Associate's degree (or equivalent work experience) desired.

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.
The position is based in Menlo Park, California. Staff work in a hybrid environment, and this position is currently expected to work from the Hewlett Foundation office at least 2-3 times per week; Tuesdays and Wednesdays are required. While performing the duties of this position, the employee is required to spend extended periods of time at a computer.
COMPENSATION & BENEFITS
The Hewlett Foundation is committed to providing compensation that is competitive within the philanthropic sector, offering a generous total compensation package that emphasizes both base salary and comprehensive benefits. Offers are based on the candidate's years of experience and Hewlett's practice of maintaining salary equity within the foundation.
This position is non-exempt and full-time. The salary range for this role is $105,000 - $115,000. Hewlett actively welcomes all candidates from diverse backgrounds who have the skills to fulfill this role, regardless of their prior compensation history.
TO APPLY
To learn more about the William and Flora Hewlett Foundation, please visit: www.hewlett.org.
This search is being led by Alejandra Villa and Allison Kupfer Poteet of NPAG. Given the pace of this search, the application deadline is Monday, May 4; however, early submissions are encouraged, and all applications will be reviewed actively on a rolling basis. Candidates can submit an application, including a resume and cover letter describing their interest and qualifications, through NPAG's website: www.npag.com/hewlett-pacf
The William and Flora Hewlett Foundation embraces the importance of diversity, equity, and inclusion, both internally in our hiring process and organizational culture, and externally, in our grantmaking and related practices. We are an equal opportunity employer, and welcome applications from people of all backgrounds, cultures, and experiences.