Operations Associate, Symbiosis in Aquatic Systems

3 weeks ago

Palo Alto, United States Gordon and Betty Moore Foundation Full time

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, 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 Symbiosis in Aquatic Systems Initiative (SASI), the sunsetting Marine Microbiology Initiative, and selected stand-alone projects. SASI supports research on the evolution, ecology and molecular biology of marine and freshwater symbioses where microorganisms play essential roles.

This position is based at our main office in Palo Alto, CA, and reports to the SASI 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.

**What you will do**:
Initiative Team Operations
- Develop and implement processes, timelines, analyses, and templates to support and enhance initiative operations, in particular regard to 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. Facilitate team coordination, work plans, internal functional relationships, knowledge management, and tracking and accountability of action items.
- Track operating budget and grantmaking allocations of the SASI initiative, ensuring informed financial decisions of the Program Director and regular coordination with the Program Manager.
- Exercise judgment within defined internal grant procedures and practices to determine appropriate courses of action. Serve as key internal contact for SASI, solving problems and consulting with Grants Administration and Program Manager as needed.
- Collaborate with the Program Director and Program Officer 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).
- Edit written materials and provide recommendations for clarity on initiative documents for internal and external audiences.
- 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 and, when appropriate, in coordination with the Science Team Executive Assistant.

Grants Operations
- Support the Program Director and Program Officer by maintaining active grant records, monitoring deadlines and payments, and independently managing the collection of grantee reports. Prepare reporting templates for grantees and work with the initiative team to revise and iterate upon report templates as needed. Communicate with grantees to manage project extensions and associated revision of grant requirements.
- 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.
- Deploy complex project management approaches working with grantees and the scientific community on a small number of selected funded projects.
- Manage expenditure-responsibility and equivalency-determination requirements, working with grantees

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