Program Assistant, Climate and Water
Jeff Skoll launched the Skoll Global Threats Fund in 2009 with a mandate to drive large-scale global change on the most critical issues facing mankind. With a focus on four global threats, the organization identifies and supports innovative high-impact initiatives to combat climate change, water insecurity, pandemics, and nuclear proliferation. The Skoll Global Threats Fund (SGTF) is headquartered in San Francisco, California.
The Program Assistant position for the Water and Climate teams reports to the Director of Climate Change and combines three functions:
- Provide administrative support to the Water and Climate Threat teams.
- Support the grants process for the Water and Climate Threat teams.
- Support the day-to-day operations of the Climate Advocacy Lab.
Additional primary duties and responsibilities include:
Program and Administrative Support
- Provide administrative support to the Director of Climate Change including calendaring, expense reports, travel arrangements, and meeting coordination.
- Take meeting minutes at team meetings and track action items.
- Maintain Salesforce contacts, meetings notes, and campaigns.
- Act as a liaison with the Skoll Foundation for accounting and operational needs.
- Maintain team calendars for travel, important dates, deadlines, and events.
- Schedule team meetings for both the Water and Climate teams.
- Lead operational team meetings.
- Forecast upcoming trips, compile travel request forms, and track approval processes for team.
- Schedule and organize team retreats, including logistics, agenda development, and preparing necessary materials.
Grants and Contracts Support
- Coordinate and schedule grant proposal reviews within the climate and water teams to assess incoming proposals.
- Coordinate discussions and follow-up actions for concepts (grants or events), including scheduling follow up meetings and drafting necessary documentation.
- Assist with grant and contract payouts and tracking grantee and contractor compliance.
- Input and maintain climate and water grants data in Foundation Connect database.
- Schedule and support grant assessment meetings for grant owners to review and assess the performance and outcomes of their designated grant.
- Draft, edit, and submit contract agreements and event approvals for management review.
Climate Advocacy Lab Support
- Monitor the Climate Advocacy Lab website to catch glitches, funnel inquiries from Lab members to the appropriate climate team member, and highlight items on the homepage.
Monitor Climate Advocacy Lab discussion forums to identify posts requiring follow-up.
- Manage the relationship with vendors for the site security and maintenance of the Climate Advocacy Lab.
- Manage the Climate Advocacy Lab member list, including adding new members based on established criteria and updating the member list periodically.
Assist with logistics and event planning for Climate Advocacy Lab workshops.
Knowledge, Skills, and Assets
Ability to multi-task, maintain exceptional attention to detail, and proactively manage project timelines and deliverables.
Self-starter with the ability to work independently.
A pleasant, positive and can-do attitude is a MUST.
Excellent organizational skills.
Excellent written and verbal communication skills.
Excellent interpersonal skills; desire and ability to work in a collaborative team environment.
Ability to problem solve and find creative solutions.
Strong working knowledge of Word, Excel, PowerPoint, Salesforce, and Gmail Calendaring.
Experience working with leadership that is often traveling, including ability to forecast potential challenges and identify priority issues.
Ability to handle highly confidential information with discretion.
High standards, integrity, and a sense of humor.
Education and Experience
Minimum of 3 years professional experience, with general administrative support background preferred.
Bachelor’s degree required.
Interest in water or climate issues a plus.
Please submit a cover letter and resume electronically to: firstname.lastname@example.org with “Program Assistant, Climate and Water” in the email subject line. Applications will be reviewed on a rolling basis until position is filled.
Grants and Program Associate, Climate and Water
We are seeking a focused and energetic team player to help manage grants within the Climate Change and Water Security portfolios. Reporting to the Director of Climate Change and working closely with two program teams, this key staff member will help maintain relationships with partners and help manage a grants portfolio around both climate change and water security. S/he will actively track threat activity, grantee performance and results, and keep the team informed. As a focal point for coordinating team activity, the Grants and Program Associate will seek input and feedback from the Climate Change and Water Security teams, in order to support communication and continuous improvement of team performance.
- Draft and track operational and grant budgets for the two threat areas, and manage initiative budget spreadsheets, as directed.
- Draft and edit grant proposal summaries and recommendation memos for management and board review, and assist with memo revisions.
- Professionally and respectfully respond to unsolicited proposals as needed.
- Review and liaise with grantees on reporting requirements to ensure compliance.
- Monitor grant processes and reporting, and participate in the development of processes to measure, learn from, and improve impact.
- Manage grant payouts and track grantee and contractor compliance with grant and contract agreements.
- Assist in maintaining partner relationships, including regularly checking in with grantees and key partners, and tracking deliverables.
- Interact and manage projects as needed with staff at grantee organizations.
- Support grant due diligence efforts, including research, financial due diligence, and reference checks.
- Input and maintain grants data in Foundation Connect database.
- Engage colleagues at Skoll Foundation for guidance on legal and grant matters, as needed.
Provide project management, operations, and planning support for the Climate and Water Security teams’ meetings, including:
- Maintain and track actuals to keep the budget up to date with expenditures.
- Develop and organize workshops, conferences, and events, coordinating with appropriate team staff.
- Assist colleagues in building out work plans and operationalizing the strategies of the climate change and water security teams.
- Identify and implement methods to improve processes and procedures.
- Assist in drafting content for biweekly reports to our board.
- Other duties as necessary.
Knowledge, Skills, and Assets
- Basic knowledge of climate change and water security, including strategies used to address these issues.
- Ability to multi-task, maintain exceptional attention to detail, and proactively manage project timelines and deliverables.
- Outstanding communication skills that manifest in high quality written documents, presentation and meeting materials, and verbal communication.
- Consensus builder who is tactful in interactions with partners and grantees.
- Desire to work with budgets, paired with experience using Excel or similar tools.
- Excellent interpersonal skills with positive attitude; desire and ability to work in a collaborative team environment.
- Ability to problem solve and find creative solutions.
- Self-starter with the ability to work independently.
- Ability to handle highly confidential information with discretion.
- Strong working knowledge of Word, Excel, PowerPoint, and Gmail Calendaring, and Salesforce.
Education and Experience
- Minimum of 5 years of relevant work experience, including experience working for a foundation or other grant making entity.
- Bachelor’s degree required; masters degree desired.
- Experience working on climate advocacy and/or global water security issues is strongly desired.
The position is non-exempt, plus bonus potential. Benefits include employer paid medical, dental, vision, matching 403(b), and paid parking or transit subsidy.
Please submit a cover letter and resume electronically to: email@example.com with “Grants and Program Associate, Climate and Water” in the email subject line by July 31, 2016.