Operations Associate, Symbiosis in Aquatic Systems Initiative

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.
• Support the Program Director and Program Officer in stewarding grants through the development process by communicating with prospective grantees regarding grantmaking procedures, developing and sharing appropriate templates and instructions, and updating prospective grant records. Apply initiative and foundation knowledge in responding to communications courteously and promptly.
• 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.
• Proactively engage with finance, legal, grants administration, and information technology teams to facilitate smooth grantmaking operations. Develop and apply institutional knowledge of grantmaking and other programmatic procedures to understand when and how to engage colleagues appropriately. Provide input in joint problem-solving and generating ideas for increasing efficiency.
• Manage expenditure-responsibility and equivalency-determination requirements, working with grantees and the foundation’s legal and grants administration teams.
• Support the initiative team in annually developing and managing approximately 10-15 contributions (streamlined grants) to grantees.
  
  
  

Additional Initiative and Science Program-Related Activities

• Lead direct charitable activities (contracts) for the initiative, including managing relationships with active grantees and developing relationships and contracts with prospective
• Collaborate with initiative, adaptive management and evaluation, and information technology teams to develop and manage systems for collecting, cleaning, maintaining, and monitoring grantee data for data visualization tools, including the initiative’s externally facing community dashboard.
• Actively participate in and assist with Science Program and foundation meetings, trainings, and other activities, and help facilitate internal and external meetings, including multi-day retreats.
• Give presentations as needed to the initiative team, the Science Team, foundation staff, and at meetings with grantees.
  
  
  

Qualifications

What you bring with you:

• A Bachelor’s degree.
• 3+ years of relevant work experience preferred with proven experience in administration, program coordination, and project management.
• Experience with meeting and event planning and management strongly preferred.
• Interest in and appreciation of science.
• 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, Smartsheet, 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 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-Aware
  
  
  

Compensation 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.

Work Arrangements

This position is based at our main office in Palo Alto, CA. 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.

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.

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 [email protected]. 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.