Operations Associate, Science Program
4 weeks ago
Gordon and Betty Moore established the foundation to create positive outcomes for future generations. Guided by this vision and the Statement of Founders' Intent, the foundation fosters path-breaking environmental conservation, scientific discovery, patient care improvements and preservation of the special character of the San Francisco Bay Area. We strive to make significant and durable impacts on the world.
Together, we work to honor the vision of our founders and serve as stewards of the resources they have entrusted to us. We establish specific strategies based on advice from experts, identify partners who share our goals and measure results along the way. We build relationships and fund work in areas where we hope to make significant impacts; and we know that working together expands our ability to drive meaningful change.
We believe there can be no lasting change for the good if that change is not just and widely shared. Comprehending and incorporating values of diversity, equity, and inclusion in pursuing goals and refining strategies is vital to achieving our desired outcomes. These values weave through what we do and shape how we operate.
The Opportunity
The foundation’s Operations Associates provide operational and administrative support for program staff and are accountable for enabling effective operations throughout the full cycle of grant development and grant management and in other key internal processes, which include management of operating and grantmaking budgets, monitoring and evaluation, strategic planning, and other needs.
This associate will provide support to the Science Program, with primary focus on the foundation’s Emergent Phenomena in Quantum Systems (EPiQS) Initiative. EPiQS aims to promote discovery-driven research in the field of quantum materials—solid materials characterized by novel quantum phases of matter and exotic cooperative behavior of electrons.
This position is based at our main office in Palo Alto, CA, and reports to the EPiQS Program Director, with a dotted-line reporting relationship to the Science Program Manager on operational and financial management. The Operations Associate also works closely with others in the Science Program and across the foundation.
Under the foundation’s residency policy and hybrid work arrangements, you must reside within a reasonable driving distance of the foundation’s Palo Alto office, and you will be expected to work onsite a minimum of four days a month, the weeks of our May and November board meetings, and on periodic occasions throughout the year when foundation business needs require.
In This Role You Will:
Initiative Team Operations
Track operating budget and grantmaking allocations of the EPiQS initiative, ensuring informed financial decisions of the Program Director and regular coordination with the Program Officer and Program Manager. Develop and implement templates, timelines, analyses, and processes to support and enhance initiative operations, particularly grant submissions, internal deadlines, team deliverables, initiative spending, and management of active grants. Use good judgment, with understanding of context, to identify priorities and strengthen team operations. Manage internal team processes ensuring that tasks and responsibilities are clear, and deadlines are met. Exercise judgment within defined internal grant procedures and practices to determine appropriate courses of action. Serve as key internal contact for EPiQS, solving problems and consulting with Grants Administration and Program Manager as needed. Facilitate team coordination, work plans, internal functional relationships, knowledge management, and tracking and accountability of action items. Collaborate with the Program Director and Program Officers in the formulation and implementation of team processes and, with the Program Manager and other Associates, in the development and implementation of program-wide processes (e.g., grant submission flow, grant sign-off, grant document templates). Track and manage priorities within multiple work-streams to support the Program Director’s decision-making, the Program Manager’s oversight of program operations, and the Program Officers’ grant development processes – including data collection and entry, deadline tracking, and grant-requirement follow-up. Coordinate team activities, organize team meetings and calendars, maintain meeting agendas, create and distribute meeting notes and synthesis documents, maintain action items for the team and carry out other administrative duties as requested. Help organize and schedule conferences, workshops and meetings with members of the grantee community, including managing event expenses and participant reimbursements. Occasionally manage contracts with external vendors, including hotels, restaurants, and event management companies. Partner with external parties to oversee travel policy compliance, conduct participant reimbursement, and manage event expenses as needed.Grants Operations
Coordinate operational grantmaking processes, including preparation of grant materials, and planning efforts of the EPiQS Initiative. Support EPiQS Program Director and Program Officer with review of proposal budgets, management of active grant records, monitoring of grant reports and payments, and communication with grantees and other stakeholders, ensuring high-quality and effective day-to-day running of the EPiQS initiative and other grant portfolios. Employ project and grant management tools to manage information on the grant pipeline, including grant requirements, preparing and sending reporting templates for grantees, and tracking payments. Manage expenditure-responsibility and equivalency-determination requirements, working with grantees, foundation legal staff, and Grants Administration. Help prepare and run calls for proposals, manage proposal web portal, and help organize proposal reviews. Develop, solicit, and coordinate updates of website content in partnership with Program Director and internal communication team members. Communicate effectively to internal and external audiences regarding our funding activities and apply knowledge about EPiQS, other grant portfolios, and the Science Program when addressing inquiries from the community. Contribute to, and participate in, the foundation’s cross-program activities and projects as needed.What You Bring to the Foundation:
Qualifications
A Bachelor’s degree. 3+ years of relevant work experience preferred with proven experience in administration, program coordination, and/or project management. Experience with meeting and/or event planning and management strongly preferred. General interest in and appreciation of science (such as evolution, ecology, microbiology, aquatic science, earth sciences, physics, chemistry, etc.) demonstrated through school, work, extracurricular activities, and/or volunteer programs. Familiarity with academic administration, funding, and department and laboratory structures is also beneficial.Competencies
Strong organizational skills and diligent attention to detail. Excellent project management and analytical skills. Experience developing, managing, and reviewing budgets. Strong team orientation, positive attitude, integrity, self-motivation, discipline and reliability. Ability to work independently, self-manage priorities and goals for projects, anticipate needs, and meet deadlines, while working well under pressure. Ability to track action items and accountabilities with a team that primarily works remotely. Ability to think critically and provide practical solutions based on thorough analysis in the face of real-time issues. Ability to exercise judgment within defined procedures and practices to determine appropriate courses of action. Willingness to ask for help and identify appropriate resources to accomplish tasks. Strong written, spoken, graphic, and interpersonal communication skills (e.g., copy editing, drafting memoranda and reports, preparing PowerPoint presentations, taking and distributing meeting notes, and exchanging correspondence with external contacts). Proficiency with office productivity software (e.g. Outlook, Word, Excel, PowerPoint, etc.). Willingness to support and promote the foundation and colleagues through commitment to the foundation’s goals for Diversity, Equity and Inclusion.Attributes
The ideal candidate will also demonstrate the following attributes that describe how we at the Foundation strive to do our work with each other and our partners.
Committed to Excellence Passionate Collegial Open and Honest Humble and Self-AwareCompensation and Benefits
The Moore Foundation provides a generous total compensation package that includes a competitive salary and wide range of benefits to support your life, health, and well-being.
The expected salary range for this position is between $90,000 and $115,000 per year. Our job titles and salary ranges may span more than one career level, and the salary offered to a candidate will be determined based on factors such as the scope and responsibilities of the position, job related knowledge and skill set, depth of experience, certifications and/or degrees, and our practice of upholding salary equity within the foundation.
Our health benefits include employer-paid options for medical, dental, and vision insurance for employees and dependents; a mental wellness program; paid parental leave; employer-paid disability and life insurance benefits; and pre-tax flexible spending accounts for medical and dependent care expenses.
Other benefits include 6 weeks of paid time off per year and 10 paid holidays; a 401(k) retirement savings plan with a foundation contribution of up to 10% and a Roth 401(k) option; a matching gifts program for qualifying charitable contributions; hybrid work arrangements and a home office stipend; and a commuter benefits program.
To support you in achieving your career goals, the foundation offers a professional development program to all benefits-eligible employees that includes an annual financial benefit of $5,000 and paid time off to participate in educational programs.
Application Process
The Moore Foundation is an equal opportunity employer and welcomes a diverse pool of applicants. We depend on individuals who possess varied skills, perspectives and expertise. We seek to recognize many forms of excellence in candidates, attract individuals with varied identities and backgrounds and enable all employees to feel they belong and can contribute to the mission of the Moore Foundation.
We do not discriminate based on race, color, religion, creed, sex, gender (including pregnancy, childbirth or related medical conditions), national origin, ancestry, citizenship, age, physical disability, mental disability, medical condition, genetic information, military or veteran status, marital status, registered domestic partner status, sexual orientation, gender identity, gender expression or on any other basis protected by applicable federal, state or local law. We also do not discriminate based on the perception that anyone has any of these characteristics or is associated with a person who has or is perceived as having any of these characteristics.
The foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs and operations. As part of this commitment, the foundation will ensure that persons with disabilities are provided reasonable accommodations.
If a reasonable accommodation is needed to participate in the job application process, please contact accommodationrequest@moore.org. A request for accommodation will be responded to within three business days. However, non-disability related requests, such as following up on an application, will not receive a response.
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the ordinance.
Applicants must be legally authorized to work in the United States.
COVID-19
The Moore Foundation requires that all employees be up-to-date on their COVID-19 vaccinations as defined by the CDC, subject to reasonable accommodations for medical or religious reasons. Any employment offer will be contingent upon satisfactory proof that you comply with this requirement.
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