About the Department:
The Packard Foundation’s funding in Reproductive Health (RH) supports efforts to expand access to and improve the quality of essential services, including comprehensive sexuality education, voluntary family planning/contraception, and safe abortion. We focus our efforts in South Asia, Sub-Saharan Africa, and the United States. In each region, we make grants to strengthen service delivery, build leadership and advocacy capacity, and shift social and cultural norms that prevent women and youth from seeking the services they need to make healthy reproductive decisions. We use the evidence and experience we collect to forge partnerships with global research and advocacy organizations, especially youth-led networks, and to shape the discourse at the regional and global levels. The Reproductive Health program seeks to promote women’s reproductive health and rights. The health and well-being of women, youth and their families improves when they have access to reproductive health information and services. In turn, when women and families are healthy, their communities are stronger, economic opportunities are greater and countries can better meet the needs of their people.
About the Role:
The Program Operations Assistant provides administrative, logistics, and operations support to the Reproductive Health program, through various administrative and operative tasks.
This position reports to the Program Operations Manager. Initially the role may start remotely but will require working onsite at the Foundation offices in downtown Los Altos, California once the Foundation offices reopen.
Primary Duties and Responsibilities:
Administrative and Logistics Support (30% while Foundation staff work remotely, 60% when Foundation offices reopen)
- Handle all the logistics related to travel: research, coordinate, and manage complex travel arrangement support for program officers and program related guests, including flights, hotels, and visas. Draft and compile materials and/or binders for travelers.
- Process expenses for program officers in financial system.
- Research and book travel arrangements for program officers and high-level external guests at the Foundation, coordinate reimbursement and honorarium processing for guests.
- Support onboarding process for new employees, which includes conducting trainings on tools the team uses to work such as Orchard, Microsoft Teams, Zoom, Outlook, Calendly, Concur, as well as on travel policies and the expense reimbursement process.
- Schedule, support, and sometimes lead preparation for program-wide meetings. Responsibilities include venue research, contract management, catering, and AV support. Types of meetings include, but are not limited to: regular team meetings, including quarterly and annual learning (“look back”) sessions; annual team retreats and team building activities; and annual grantee meetings, in close coordination with the regional offices in Addis Ababa, Ethiopia, and New Delhi, India.
- Lead the logistical preparations and execution of the annual global team meeting which brings together the Los Altos, Addis Ababa, and New Delhi teams. Responsibilities include: research to select the city and venue, contract negotiations, draft and monitor the budget, coordinate visa and travel arrangements for participants, arrange ground transportation, research and plan off-site events, material preparation.
- Coordinate team participation in high-profile international meetings, such as the International Conference on Family Planning. This includes coordinating travel for staff, working with the conference logistics organizer and RH team on sessions that staff are leading, coordinating the logistics for staff side meetings (venue, catering, materials, etc.). Coordinate schedules for guests that attend with RH program staff.
- Represent the program on cross-foundation teams and events.
Operations Support (50% while Foundation staff work remotely, 30% when Foundation offices reopen)
- Work with Program Operations Manager to draft annual operations budget by researching projected estimated costs and actual past costs for various activities. Reconcile actual expenses with the budget and update monthly projections.
- Process service provider/consultant contracts, including compliance approval and tax forms; track and process invoices.
- Maintain electronic and hardcopy document organization and archives.
- Serve as a point of contact for other Foundation departments, including the President’s Office, Office of the General Counsel, Controller’s Office, Workplace Services, IT, and Facilities.
- Develop and maintain a deep understanding of Foundation operations policies and processes.
Grants Management Support (20% while Foundation staff work remotely, 10% when Foundation offices reopen)
- Provide grantmaking support to Program Associates such as: creating grant files from proposal documents, proofreading grant summaries, pulling reports such as historical grant and budget data, contact updates, and proposal cross-checks.
- Monitor general program email inbox, review inquiries, and coordinate appropriate response.
Knowledge, Skills and Abilities
- Strong aptitude for administrative, financial, and operational processes
- Experience with MS Outlook, Word, Excel, electronic filing / maintenance systems, and PowerPoint and ability to learn other software as needed; experience with digital organizing tools a plus
- Excellent written and verbal communication skills
- Skilled in event or meeting management, with the highest degree of attention to detail and able to work well under pressure
- Demonstrated ability to coordinate with a variety of stakeholders and treat all with courtesy and warmth
- Ability to handle multiple priorities and meet deadlines, and anticipate and proactively respond to work requests
- Demonstrated positive attitude
- Ability to work collaboratively and contribute effectively to team(s)
- Demonstrated respect for diversity and multicultural sensitivity; international experience a plus
- Consistent and dependable for full-time work and able to work overtime when needed
- Ability to work effectively remotely until the Foundation offices reopen
- Ability to travel domestically and internationally
Education and Experience
At least three years of experience in a fast-paced work environment. A bachelor’s degree or equivalent education and related work experience is preferred.
Compensation and Benefits:
The is a full-time non-exempt position. Compensation will be commensurate with related work experience and education.
The David and Lucile Packard Foundation offers excellent benefits for eligible employees. Current benefits include: medical (HMO and HDHPs), dental and vision coverage; 15% employer contribution to employee retirement plan; life insurance, disability insurance, vacation and sick leave; an adoption benefit; fertility benefit; a financial wellness program; health advocacy services, paid time off to volunteer for nonprofit organizations; matching grants for employee contributions to tax exempt organizations; commute assistance; and tuition assistance.
How To Apply