The Heising-Simons Foundation is a family foundation based in Los Altos and San Francisco, California. The Heising-Simons Foundation and the Heising-Simons Action Fund, our 501(c)(4) organization, works with its many partners to advance sustainable solutions in climate and clean energy, enable groundbreaking research in science, enhance the education of our youngest learners, and support human rights for all people. In 2020, the Foundation awarded more than $127 million in grants, including over $44 million in education, funded in 99 grants.
The Program Associate (PA) provides high-level administrative and program-related support to the Program Director (PD) for Education and the Education team, the Foundation, and the Heising-Simons Action Fund. The goal of the Foundation’s Education program is to enhance the education of children from birth to age 8.
The PA reports to the Education team’s PD and works closely with the Education Team’s Program Officers (POs) Program Associates (PAs), and Program Assistant, as well as members of the Grants Management (GM) team, to ensure that the program’s grantmaking adheres to the Foundation’s policies, procedures, and deadlines.
The PA acts as the coordinator for the Education team’s activities, including strategic planning and processes, managing the team’s budget, preparing board and docket materials, and monitoring ongoing grants. In addition, the PA provides grants management and contract administration support for the PD’s and other team member’s grants portfolio to ensure that the program’s grantmaking and contracts adhere to the Foundation’s policies, procedures, and deadlines.
This position is an opportunity to support a dynamic team advancing equity in early education within philanthropy. Candidates are not expected to have experience in all areas listed in the job posting.
This fulltime (37.5 hours/week), non-exempt (hourly) position can be based in either our San Francisco or Los Altos office. During the COVID-19 pandemic, all Heising-Simons Foundation staff are working remotely. When our offices re-open, later this year, returns will be flexible and gradual to accommodate staff needs. After we reopen our offices the PA must be willing to travel to either of the Foundation’s offices, as needed, to attend or set up meetings.
Program Director and Team Support
- Maintain and track the Education team’s grantmaking budget, in both Excel and Salesforce, by updating documentation and reconciling between the two platforms on a weekly basis. Develop historical or projected budget reports in Salesforce and create a visual representation for presentations.
- Provide high-level organizational support for the team, including regular check-ins with each team member to collect feedback. Reevaluate current processes, complete necessary revisions to streamlining workflow, and communicate revisions to the team.
- Provide administrative support to the Education PD, including managing internal and external meeting requests, arranging and/or attending meetings of grantees in the Foundation’s office or in-the-field on-site visits. For on-site meetings, work collaboratively with the Office Services Coordinator to plan and carry out events.
- Serve as the primary liaison between the Education program and our other programs, including handling and triaging requests from other programs and ensuring follow-up and completion.
- Support strategic planning activities, including collating historical grants data and responding to other data calls and information needs.
- Prepare and maintain administrative contracts, including tracking the Education team’s administrative budget, populating contract templates, monitoring invoices, and updating documentation.
- Working with the PD and the POs, prepare a series of written products for Education grants in advance of deadlines for grants and docket preparation, including individual grant summaries, multi-grant overview memos, and budgets. Compile all grant materials, including entering data into Salesforce, corresponding with grantee partners, and collecting and storing documentation in accordance with grantmaking policies and procedures and within deadlines set forth by the PD and the GM team. In addition, provide support for additional grantmaking across the program, as needed.
- Provide grants administration support for the maintenance of all grants in the PD’s portfolio, including regular communications with grantees; report receipts and follow-up on overdue reports; authorizations for no-cost extensions or changes in the grant budget; reports or payment schedules, ensuring grant files are complete and updated as needed, and entry of all related information and attachment of documents such as reports and closing summaries in grants management database; and respond to requests, deadlines, and any special assignments from the GM team and the Education team’s PD and POs.
Executive-Level Meeting Support and Preparation
- Coordinate board narratives and presentations, including scheduling team brainstorming and discussion meetings, setting timelines and deadlines; drafting outlines; compiling edits; proofreading narratives; developing and ensuring consistent formatting of slides; and coordinating the implementation of the Education team’s strategic plan, through performance monitoring and management.
- Prepare executive level meeting materials, including docket tables and agendas, and assist with the formatting of presentations and other electronic documents.
- Remain abreast of current research, activities, and trends in philanthropy by reviewing professional publications and attending related conferences, meetings, and other events; conduct research and data analysis; and prepare reports.
- Participate in meetings and training sessions organized by Grants Management, Human Resources, and Finance.
- Maintain a thorough knowledge of the priorities and grantee selection criteria for the Education program and a working knowledge of the priorities of the other programs of the Foundation. Respond to telephone or email requests for program information from potential grant applicants.
- Communicate the Foundation’s history, values, and current funding initiatives and accurately articulate the goals and objectives of the program area.
- Help the Foundation promote and maintain environmentally friendly office practices.
- Pitch-in across the Foundation, as important deadlines or events approach, and participate in Foundation-wide diversity, equity, and inclusion work, internal culture-building, and process-improvement activities and initiatives.
- Pursue ongoing professional development opportunities and participate in Foundation-wide training sessions.
Compensation and Benefits
- The starting salary for this position is $72,000 to $86,000 per year, depending on skills and experience. We conduct an annual review of our salary ranges and make adjustments based on data from our peer organizations.
- We offer a comprehensive employee benefits package that includes employer-paid medical, dental, and vision insurance for employees and dependents, long-term disability, business travel, and life insurance, flexible spending accounts for medical and child care expenses, a 401(k) plan (with a matching contribution of up to 16%), commuting assistance, an employee assistance program (EAP), tuition reimbursement and a generous professional development budget, matching gifts, fitness reimbursements, fertility assistance, mental health counseling, and identity theft protection. In addition, we allow schedule flexibility and telecommuting, with manager’s approval.
- Paid time off includes:
• Vacation: starts with three weeks/year, with increases based on tenure
• Sick: 12 days/year
• Personal Days: two days/year
• Family Medical Leave
• Parental Leave
o Martin Luther King, Jr. Day
o President’s Day
o Memorial Day
o Independence Day
o Labor Day
o Veterans Day
o Thanksgiving Day (and the day after)
o Year-End Break (Christmas Eve through New Year’s Day)
Our success is dependent on our ability to build teams that include people with different experiences who can challenge each other’s assumptions with new perspectives. We encourage people of color, from under-resourced communities, immigrants, LGBTQ+, and others with diverse perspectives and experiences to apply.