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Program Associate, Fossil Energy and Transportation

PROGRAM ASSociate, Fossil energy and transportation

Location: San Francisco, CA

About Energy Foundation

Energy Foundation’s nonprofit mission is to serve the public interest by building a strong clean energy economy. Pragmatic and nonpartisan, the foundation supports education and analysis to promote policy solutions that build markets for clean energy technology. Advancing renewable energy, energy efficiency, clean transportation and other solutions can open doors to greater innovation and productivity—growing the economy with dramatically less pollution.

A partnership of leading foundations launched Energy Foundation in 1991 and Energy Foundation China in 1999. In the U.S., we advance energy efficiency and renewable energy in the power, transportation, and buildings sectors. The Policy and Public Engagement programs focus on strategy development, policy innovation, and campaign design, while the Strategic Communications Program develops capacities and strategies in the regions and nationally. The States and Regions Team is a cross-disciplinary team of policy, communications, and campaign experts dedicated to advancing strong state and regional climate and clean energy policies.

For more than 25 years we have supported grantees to help educate policymakers and the general public about the health and economic benefits of a clean energy economy. Grantees include business, health, labor, environmental, faith, equity, free-market, and consumer groups, as well as policy experts, military organizations, think tanks, and universities.

Energy Foundation’s founding office is in San Francisco, CA, with additional offices in Raleigh, NC; Chicago, IL; Washington, DC; and Las Vegas, NV.

Position Summary

The Program Associate’s (PA) primary responsibility is to support the work of the Program Director, Fossil Energy, and the Program Director, Transportation, on the execution of grants, project management, as well as providing administrative support. The PA will manage calendars and assist with scheduling, tracking program budget, reviewing grant proposals, writing reports, monitoring the grant cycle, and communicating with grantees and funders on a variety of needs and issues. In addition to the Fossil Energy and Transportation programs, the PA will collaborate and coordinate with other teams and programs. The PA will have the opportunity to organize convenings with Energy Foundation partners and grantees, and also contribute to other institutional efforts.

Reports to

Program Director, Fossil Energy, and the Program Director, Transportation. Will be a member of the U.S. National Policy Team and the U.S. Program Team.

Responsibilities

Grantmaking

  • Consistently and accurately process proposals, reports, grants, contracts, and invoices/reimbursements from start to finish in grants tracking system.
  • Review grant proposals and ensure content is appropriate and all necessary documents are included;
  • Write summary of grant proposals;
  • Coordinate joint grants, shared consulting contracts and other contracts as needed
  • Communicate with grantees as needed, responding to questions etc.
  • Working collaboratively with other PAs and Program Directors (PDs), create and manage program budgets and reconcile budget to actuals.
  • Assist PDs with conducting due diligence on proposals or prospective grantees. Directly engage with grantees and consultants to seek additional information or proposal revisions as needed.

Communication

  • Schedule and handle logistics for calls and meetings and manage PD calendars as needed, and in correspondence use Energy Foundation language, tone, and style.
  • Support PDs to foster information-sharing and learning networks among grantees and thought leaders.
  • Prepare initial drafts of documents and presentations for internal and external audiences, such as board dockets, proposals, and presentations.

Administrative Duties

  • Keep track of upcoming program deadlines, outstanding requests, and assist PDs with execution of internal and external program requests.
  • Organize program conferences and meetings, and for bigger meetings, manage meeting coordinator.

Strategy and Research

  • Stay current on latest sector news and information through contact with grantees and other experts and by reading reports, press releases, articles, and other relevant materials.
  • Research specific topics and prepare reports and visual aids, as requested.
  • Present sector updates during program and staff meetings.

Build the Energy Foundation Team

  • Generate and implement ideas for systems, program, and operational improvement.
  • Maintain collaborative relationships with peers and colleagues.

Program Associate Progression to Senior Program Associate

The progression from Program Associate (PA) to Senior Program Associate (SPA) usually takes 2-3 years, but the timeline depends on the individual’s performance. There is increased efficiency, proficiency, and autonomy moving from PA to SPA as the competencies and activities do not change in the progression.

Experience
  • Bachelor’s degree in a relevant field, plus two years experience in an administrative support role.
  • Demonstrated knowledge and experience in one or more of the following areas: electricity markets and regulation, renewable energy, climate, environmental studies, or public policy or candidate campaigns.
  • Technical skills: intermediate or advanced skills using Microsoft Excel, Word, PowerPoint, and Outlook, preferably in a Mac environment; familiarity with Google Drive, Docs, and Sheets.
  • Project management/multitasking: experience supporting multiple priorities and juggling a variety of tasks or projects for one or more individuals in a team environment.
Core Competencies
  • Planning and organizing: prioritizes work activities, uses time efficiently, develops realistic action plans with a strong attention to detail; manages a variety of responsibilities; allocates time to planning, thinking, and mapping out tasks; takes initiative on new tasks; ability to manage and respond to unexpected changes.
  • Oral and written communication: ability to present information clearly and succinctly in conversation and in writing; ability to present concise themes visually; responds to inquiries accurately and in a timely manner.
  • Collaboration: establishes productive, cooperative relationships within the team and across the organization; responds to others’ needs and priorities in a timely way, resolves conflicts constructively, proactively addresses or anticipates potential conflicts; gives and receives feedback in ways that will enhance working relationships; exchanges information and ideas with internal and external constituents to develop and implement best practices.
  • Analytical skills: reviews, analyzes, and synthesizes a variety of information and makes recommendations; anticipates problems, opportunities, and needs of the team, develops results-oriented conclusions; organizes ideas and information in unique ways.
  • Flexibility: copes skillfully with unexpected events, handles several projects simultaneously, adapts style of communication to suit the audience, and supports change efforts.

Physical demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to spend extended hours at the computer.

This position requires moderate levels of domestic travel.

Work environment

The Energy Foundation is located in the Bentley Reserve building in San Francisco, a LEED certified establishment, easily accessible via public transportation. The office environment is a typical office, with moderate noise levels, shared kitchen facilities, and a collegial atmosphere. This position resides in open shared office space. On occasion, there are activities or events after work hours. Occasional travel is required.

Compensation

Energy Foundation provides a comprehensive benefits package, including competitive salary, medical, dental, vision, disability, and retirement benefits and paid time off.

Energy Foundation staff work in service of a clean energy future for all. We are committed to creating a diverse environment and are proud to be an equal opportunity employer.

How to Apply

Energy Foundation is an equal opportunity employer and all qualified candidates are encouraged to apply as soon as possible. To be considered, please submit your resume and a cover letter below expressing your passion for the mission and fit for the role.