Operations Coordinator

The David and Lucile Packard Foundation
Published
December 19, 2022
Location
343 Second Street, Los Altos, CA
Category
Job Type

Description

ABOUT THE DAVID AND LUCILE PACKARD FOUNDATION
We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world. Over our nearly 60-year history, 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. At a time of multiple, intertwined crises globally and here in the U.S., the Packard Foundation began in 2021 a long-planned review of our grantmaking strategies. The first step of our process was to rearticulate our vision and mission, reexamine our organizational values, and create a strategic framework that builds on and honors the Packard Foundation’s past while advancing justice and equity in all that we do.

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 SUMMARY

The purpose of the Office of General Counsel is to oversee all legal work for the Foundation, advise the Board and management, support grantmaking and other activities, and ensure compliance with tax laws governing private foundations. 

POSITION SUMMARY

The Operations Coordinator serves as the go-getter and key team member of the Office of the General Counsel (OGC) to bring operational aspects of the department to completion. The Operations Coordinator provides administrative support to the General Counsel and supports the effective operations processes, systems, and policies for the team of Operations Coordinate, paralegal, and four lawyers. In this role, this individual also works to ensure the team operations work in accordance with Foundation-wide processes and policies. 

PRIMARY DUTIES AND RESPONSIBILITIES

Operations Management
Manage the General Counsel’s calendar and serve as the primary contact for team meetings and calls
Initiate and plan meetings including local, U.S., and international
Provide administrative assistance to the attorneys in the Office of General Counsel; calendaring, complex travel planning, expense and invoice processing
Research and assemble relevant information for meetings, correspondence, and reports
Serve as the main point of contact of the team for other departments in the Foundation including the President’s Office, Executive Team, programs, and finance and administration
Provide other administrative support (copying, scanning, filing, etc.)
Compose correspondence, proofread, format, and correct documents such that no further checking is required
Develop and manage department’s annual operating budget in coordination with the General Counsel and Finance
Perform basic grant information requests using the Fluxx database
Respond in a timely, professional, and courteous manner to inquiries and other requests for information
Coordinates with Paralegal on corporate governance matters as needed

Teamwork and Collaboration
Schedule, plan, and facilitate timely, relevant, collaborative, and efficient team and cross- team meetings
Gather and manage data to constantly inform department engagements and activities
Plan bi-annual retreats and team building activities and assist with content development

Project Management
Serve as Project Manager for all special projects
Participate in and lead meetings to produce collaborative work products and improve processes; as needed take notes, keep records, and track and follow up on action items
Ensure on-time delivery of all department objectives
Identify process inefficiencies and collaborate across the Foundation to create streamlined solutions

 

 

QUALIFICATIONS:

Experience
An Associate's degree and a minimum of 3 years of relevant work experience or equivalent education and work experience
Experience working with complex operations, workflows, and systems
Experience with budgets and quantitative aptitude

Knowledge, Skills, and Abilities

Reliable and professional, dependable, responsiveness, takes initiative, and works flexibility and a positive attitude
Exercises judgment within defined practices and policies to resolve problems and make recommendations
Impeccable integrity and trustworthiness with skills in handling sensitive information effectively and confidentially
Skill in improving and adapting processes for maximum performance
Excellent verbal and written communication skills, including demonstrated proofreading and editing skills
High degree of flexibility and ability to prioritize and complete multiple tasks to completion
Ability to work independently under pressure and to meet deadlines
Exceptional interpersonal skills with an ability to consistently build and maintain positive work relationships, work effectively in a team setting
Strong process management skills, with the skill to anticipate, prioritize, and manage multiple tasks to completion
Exceptional attention to detail and accuracy skills
Demonstrated ability to work both independently and collaboratively as a member of a team
Works well with colleagues with different work styles with a demonstrated respect for diversity and multicultural sensitivity
Advanced proficiency with MS Outlook, Word, Excel, SharePoint, and a willingness to learn additional software as required

COMPENSATION AND BENEFITS
The position is full-time. The salary range for this position starts at $75,000 per year. Offers are based on the candidate's years of experience and our practice of upholding salary equity within the foundation.

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.

HYBRID WORK POLICY
The Packard Foundation’s current Hybrid Work Policy is that staff are expected to be in the office on Tuesdays and Wednesdays each week.

COVID-19
The David and Lucile Packard Foundation requires that all staff be fully vaccinated against COVID-19, except as required by law. Any employment offer will be contingent upon satisfactory proof that you are fully vaccinated from COVID-19, subject to reasonable accommodations for medical or religious reasons, and/or as otherwise required by applicable law.

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