Grants Management Coordinator

About The David and Lucile Packard Foundation

The David & Lucile Packard Foundation was founded in 1964 by David and Lucile Packard. We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world. We have worked with thousands of organizations and leaders in the U.S. and worldwide to advance progress in the critical areas of science, ocean and land conservation, climate change, women’s reproductive health and rights, and the well-being of children, families, and communities.

OUR VISION: A just and equitable world where both people and nature flourish.

Our new vision embraces a future where both people and nature flourish in a more just and equitable world. We explicitly acknowledge that the fate of people and the natural environment are inextricably linked. Solutions to the complex challenges we face must account for this interconnectedness.

OUR MISSION: We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world.

Our new mission takes on the critical work of addressing root causes of the challenges we face and mobilizing people for collective action. In addition to building on approaches that have guided our philanthropy for decades — working in partnership, committing to issues over the long-term, and grounding our work in science, knowledge, and data – we focus on understanding the systems that either accelerate or impede progress. It is only through just and equitable systems that we can find and sustain solutions to some of the biggest challenges we face today.

OUR VALUES: Equity, Integrity, Belief in Individual Leadership, Thinking Big, Respect, and Effectiveness

In addition to clarifying our long-held values, we added equity. We will champion equity by treating people with dignity, honoring a range of ideas and perspectives from those closest to the issues, creating inclusive processes, and funding people who have been historically excluded to spur progress for all.  For more information, including our definitions of key concepts, please visit our website.

Department Overview

The Grants Management Coordinator will be a key member of the Grants and Data Operations team (GDO). GDO leads the Foundation’s grantmaking operations and data practices to further our Foundation’s goals. GDO is responsible for continuous assessment and improvement of our grantmaking practices to enable staff and our grantee partners to do their important work. As a center of excellence for these practices, GDO team members work across the Foundation in close partnership with all departments and functions to understand current and future needs to deliver exceptional grantee experience, insightful data, and information, and proactively adapt to meet those needs.

Position Summary

Reporting to the Grants Management Director, the Grants Management Coordinator (GMC) will be part of a team of seven dedicated employees in the Grants Management team (GM) within GDO. The GMC plays a crucial role in overseeing operational and administrative aspects of grants management. The GMC will facilitate allocation of proposal reviews across the GM team and will work closely with colleagues to provide effective oversight of grants. This position requires a detail-oriented individual with excellent communication, project management, and analytical skills.

The ideal candidate is a proactive problem-solver with a strong commitment to the Foundation’s mission and demonstrates the ability to work collaboratively across departments while maintaining a high degree of accuracy in their work.

Primary Duties and Responsibilities

Responsibilities may include, but will not be limited to the following:

Administrative Support (~25%)

• Provide administrative support to GM team, including:
  • Scheduling and calendar management;
  • Meeting and event preparation and coordination; and
  • Notetaking, agenda setting, AV support, and content development for specific events and meetings.
• Monitor and manage various communication channels (e.g., GM Inbox, Packard Foundation Inbox).
• Support GM team in ongoing intranet curation, content (including GM Review Resource), and Foundation-wide posts related to GM processes, policies, and procedures.

Grants Management Operations (~40%)

• Analyze, prepare, and present grantmaking data for weekly GM meetings.
• Support, organize, and maintain team documents on shared network, including meeting documents, key reference files, and memos.
• Coordinate yearly grantmaking calendar due dates for Foundation staff.
• Prepare materials for review by the Board, President, Goal Vice Presidents, and Legal team.
• Prepare and coordinates grant agreements and other documents.
• Facilitate audit requests and report requests from accounting and finance departments.
• Prepare payment support for grantees as needed.
• Support post-award grantmaking operations as needed.
• Support Grants Managers and grantmaking staff in grantmaking operations.
• Work and collaborate with individuals and teams across functions.

Grants Compliance and Due Diligence (~35%)

• Conduct pre-award due diligence on grant materials, ensuring completeness and adherence to applicable law, Foundation policies and processes for U.S. and international grants.
• Review post-award data to ensure compliance with Foundation and IRS rules and regulations.
• Reviews and signs off on full grant file and related documents for compliance and completeness.
• Manage visibility and accountability of overdue reports.
• Complete Financial Health Scans as needed.
• Backfill/supports Grants Managers during heavy workloads as needed.

Qualifications

Education

• An Associate’s degree or equivalent experience and training is required for this role.

Experience

• A minimum of 2-3 years of related operations and administrative, or other relevant experience, is required for this role.
• Experience with copy-editing and/or the nonprofit sector is preferred.

Knowledge, Skills, and Abilities

• A commitment to, and interest in, the Foundation’s vision, mission, and values
• Strong aptitude for administrative, operational and financial processes
• Ability to coordinate across internal and external stakeholders to understand needs, negotiate priorities and develop alignment
• Ability to handle multiple priorities and meet deadlines, sometimes simultaneous; ability to anticipate and proactively respond to work requests
• Excellent verbal and written communication skills
• Skilled in event or meeting planning and management, with the highest degree of attention to detail and the ability to work well under pressure
• Ability to work in a team-based and collegial workplace
• Ability to be consistent and dependable for full-time work and be available to work overtime as needed
• Interest in and ability to absorb a progressive increase in responsibility and complexity of grants management scope of work, particularly in the areas of due diligence and compliance
• Committed to inclusion and deeply value a workplace that is supportive of difference
• Devoted to growing own cultural competence and willing to actively participate in the Foundation’s efforts to integrate justice and equity in all facets of our work
• Experience with MS Outlook, Word, Excel, PowerPoint, electronic filing/maintenance systems, and ability to learn other software as needed; experience with digital organizing tools a plus

Compensation and Benefits

The position is full-time. The starting salary range for this position based in California is $75,000 USD to $98,000 USD annually. This salary range is an estimate, and the actual salary may vary based on various factors, including without limitation individual education, experience, tenure, certification, skills, and abilities, as well as internal equity and alignment with market data.

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.