June 2015
Program Associate for Trustee Interests
Employment Status: Full-time, Nonexempt
Reports to: Program Officer for Trustee Interests
About the Heising-Simons Foundation
Established in 2007 by husband and wife Board Members Mark Heising and Liz Simons, the
Heising-Simons Foundation is dedicated to sustainable solutions in environment, supporting
groundbreaking research in science, and enhancing the education of the nation’s youngest learners.
The Foundation makes grants at the local, state, and national levels.
The Foundation’s grantmaking is guided by the following values:
•
We believe education is the route to opportunity.
•
We are committed to promoting sustainability.
•
We believe in research-driven solutions.
•
We are committed to engaging and uniting stakeholders.
The Foundation currently has an asset base of about $312,000,000. In 2014, the Foundation
awarded $37,566,643 in grants.
Summary of Position
The Program Associate provides administrative and program-related support to the Trustee Interest
Program and some grants in the Foundation’s Education portfolio. As assigned by the Program
Officer for Trustee Interests, the Program Associate may be involved in the initial screening of
potential grantees, arranging meetings with potential grantees, preparing docket materials, and
monitoring ongoing grants. The Program Associate works closely with the Grants Manager to
ensure that grantmaking under the Trustee Interest Program adheres to Foundation policies,
procedures and deadlines.
Working and Reporting Relationships
The Program Assistant will support the Foundation’s Trustee Interest Program Officer (PO) and
will also have some responsibility for some Education Program grants. This nonexempt position
reports to the Program Officer for Trustee Interests.
Duties and Responsibilities
Duties will include, but not be limited to, the following:
 Provides primary clerical and administrative support to the Program Officer for Trustee
Interests: manages meeting requests; handles travel and other logistical arrangements;
prepares the PO’s expense reports; handles logistical details for internal and external
meetings, keeps contacts databases updated; and assists with formatting presentations and
1
June 2015









other electronic documents. Maintains the Trustee Interest and certain Education grant files,
drafts or edits correspondence and reports, and tracks and renews memberships and
subscriptions to journals and other publications.
Provides grants administration support for the maintenance of all active grants in the
Trustee Interest portfolio, including: regular communications with grantees; report receipt
and follow-up on overdue reports; authorizations for no-cost extensions or changes in the
grant budget and report 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 database (CyberGrants). In carrying out these duties,
responds to all requests, deadlines, and any special assignments from the Grants Manager or
the Program Director for Education.
Ensures timely receipt of concept papers and proposal submissions and their appropriate
internal distribution.
In coordination with the PO, prepares a series of written products for Trustee Interest and
certain Education grants in advance of deadlines for grants and docket preparation,
including grants-level summaries, budgets, and/or overview memos and program-level
narratives, budgets, memos, surveys, and/or presentations. Compiles all grant materials in
accordance with grantmaking policies and procedures and within deadlines set forth by the
Program Officer and Grants Manager.
Participates in meetings and training sessions organized by Grants Management, Human
Resources, and/or Finance.
Assumes a lead role and serves as first point of contact in compiling, reviewing, and
responding to unsolicited grant requests: requests additional information from organizations,
if necessary to complete a review; and communicates declinations and the rationale of the
declination to the grantseekers orally and/or in writing.
Maintains a thorough knowledge of the priorities and grantee selection criteria for the
Trustee Interest and Education program areas and a working knowledge of the priorities of
other program areas of the Foundation. Responds to phone or email requests for program
area information from potential grant applicants.
Conducts research and maintains an internal database on potential grantees and partner
institutions, including intermediary organizations. Assists colleagues in gathering background
information, history, and organizational data on prospective grantees to inform the review
process and ensure the eligibility of prospective grantees in the early phase of consideration.
At the request of or in consultation with the PO, arranges and attends meetings of grantees
in the Foundation’s office or in the field on site visits. Manages the logistical arrangements,
coordination, and follow-up activities related to meetings on- or off-site, as needed. For onsite meetings, works collaboratively with the Office Manager to plan and carry out events.
Prepares consultant contracts and assists in coordinating activity of the consultants with
internal colleagues or grantees, as needed. Prepares required documents for the
establishment and approval of individual consulting contracts. Assists with monitoring
2
June 2015

expenditures related to the approved budgets, ensures reimbursement of authorized
expenses, maintains supporting documentation of related contracts, and works with the
Finance Department on year-end budget reconciliation.
Conducts research, data analysis, and prepares reports as assigned by the PO. Remains
abreast of current research, activities, and trends in philanthropy by reviewing professional
publications, and attending related conferences, meetings, and other events.
Minimum Requirements
 A bachelor’s degree is required.
 Minimum of 2-3 years of related work experience with a nonprofit organization.
 Excellent written and oral communication skills.
 Computer proficiency in Microsoft Office applications, including Word, Excel, PowerPoint,
and Outlook.
 Ability to plan and prioritize workflow and meet deadlines.
 Ability to work independently and reliably, take initiative, and be solution-oriented.
 Excellent attention to detail, accuracy, and follow-through.
 Flexibility and willingness to assist others as needed.
 Ability to explain Foundation’s history, values, and current funding initiatives.
 Ability to accurately articulate the goals and objectives of assigned program area(s).
Additional Preferences
 Understands the grantmaking process and how nonprofits function.
 Experience in philanthropy or nonprofit organizations.
 Experience with grants management databases.
 Experience in one or more of the Foundation’s areas of interest.
 Sense of teamwork, community, humor, and integrity.
Physical Demands
 Generates written communications using a computer.
 Works at a desk for 2–3 hours at a time.
 Lifts and moves documents and supplies (not to exceed 25 lbs.).
 Bends to file or retrieve documents.
Equal Employment Opportunity
The Foundation is an equal opportunity employer, welcomes a diverse pool of applicants, and makes
employment decisions on the basis of merit. Foundation policy prohibits unlawful discrimination
based on race, color, religion, gender, sexual orientation, pregnancy, national origin, ancestry,
citizenship, age, marital status, physical disability, mental disability, military service, legally protected
medical condition, or any other consideration made unlawful by federal, state, or local laws.
3
June 2015
Applicants with Disabilities
Reasonable accommodation will be made so that qualified applicants with disabilities may participate
in the application process. Please advise in writing of special needs at the time of application.
Benefits and Compensation
The Foundation offers an excellent benefits package and a salary that is commensurate with
education and experience. This nonexempt, full-time position is located in Los Altos, California.
Application Instructions
To apply for this position, please send cover letter, resume, and salary history to
hr@heisingsimons.org with “Program Associate for Trustee Interests” in the subject line. Review of
applications will continue until July 3, 2015. No phone inquiries please.
4