Program Associate

The Evelyn and Walter Haas, Jr. Fund works to advance equality and justice so every person can thrive and live life with dignity and hope. Rooted in the Bay Area, the Haas, Jr. Fund guided by an enduring set of core values. These values reflect the founders’ vision and shape everything we do.

• Inclusion: We celebrate the rich differences in human identity and embrace the 
  perspectives of all people. 
• Respect: We are guided by the wisdom and voices of people and communities working 
  for change. 
• Collaboration: We believe in the transformative power of working together to advance a 
  shared vision. 
• Courage: We take a stand to make a deep and lasting difference on urgent social issues.

About the Evelyn and Walter Haas, Jr. Fund 

The Haas, Jr. Fund focuses on a set of issues confronting California and our Bay Area 
community. Our priorities include building a fairer, more representative democracy in 
California; advancing more humane approaches to immigration and expanding opportunities 
for immigrant youth and families; and making higher education more affordable for lower-income 
California students. 

Located in downtown San Francisco, the Haas, Jr. Fund has a full-time staff of 15 and assets 
of approximately $500 million. Since its founding in 1953, the Fund has awarded more than 
$769 million in grants. For more information, visit us online at www.haasjr.org.

The Haas, Jr. Fund aspires to build an organizational culture that is inclusive, values-driven, 
and grounded in care for one another and the communities we serve. We believe deeply in 
our staff members, value staff learning, and look for ways to support growth over time. We 
work together to lift up good ideas and diverse perspectives, and we bring passion, 
gratitude, and a shared sense of responsibility to the opportunity to make a positive 
difference in people’s lives. 

Position Summary 

The Program Associate is a member of the Program team and provides primary 
administrative, grants management, research coordination, and day-to-day program support 
for the College Success Program. This is a full-time, non-exempt hourly position based in 
San Francisco, California. 

The Program Associate works closely with and reports to the College Success Program 
Director. The position also provides support to Program Directors and the Vice President of 
Programs. Senior program staff may provide direction on specific projects or areas of work, 
coordinated through the College Success Program Director.

The role requires careful attention to detail, reliable follow-through, discretion in handling 
confidential information, and the ability to communicate and coordinate effectively with 
colleagues, grantees, funding partners, and external organizations.

The Program Associate supports established grantmaking processes, timelines, records, 
and materials so that work moves forward accurately, clearly, and on time. Special research 
projects requested by additional staff will be coordinated through the College Success 
Program Director. 

The Program Associate and College Success Program Director will regularly discuss 
priorities, workload, progress, outcomes, and opportunities for continued learning in the 
role. 

Responsibilities 

Grantmaking and Program Support 

The Program Associate provides administrative and grants management support for 
established grantmaking processes. Responsibilities include: 

• Supporting the grantmaking process, including application materials, budgets, grant 
  agreements, award letters, reports, payments, and related records. 
• Entering, maintaining, and updating accurate grant information in the grants 
  management database. 
• Tracking grants against approved objectives, timelines, budget allocations, reporting 
  requirements, and payment schedules. 
• Reviewing and summarizing grantee reports and contributing to grant write-ups and 
  related materials. 
• Checking grant applications, budgets, reports, and supporting documents for 
  completeness, accuracy, and timeliness. 
• Coordinating the renewal of small grants and annual memberships. 
• Providing responsive and respectful support to grantseekers, grantees, funding partners, 
  and other external constituents. 
• Supporting select community initiatives through correspondence, research, coordination, 
  and analysis. 
• Following grantmaking policies, procedures, and internal expectations. 

Research, Analysis, and Learning 

The Program Associate helps gather, organize, and summarize information that supports the 
Program team’s work. Responsibilities include: 

• Conducting research, organizing information, and preparing clear summaries of findings 
  for program staff. 
• Supporting special projects requested by Program Directors, the Vice President of 
  Programs, and the President, as coordinated through the College Success Program 
  Director. 
• Attending Bay Area conferences, meetings, and convenings on behalf of the Program 
  Department, and preparing summary reports or follow-up notes. 
• Helping organize information that supports program learning, planning, and reflection.

Communications Support 

The Program Associate helps prepare materials for board and audit review and internal use. 
Responsibilities include: 

• Helping create, edit, assemble, and organize board docket materials. 
• Drafting correspondence and supporting written communications as needed. 
• Organizing grant schedules, reports, research, records, and related materials. 
• Supporting clear and timely communication across the Program team and with internal 
  and external partners.

Administrative, Project, and Coordination Support 

The Program Associate provides reliable administrative and coordination support that helps 
the Program team stay organized. Responsibilities include: 

• Supporting the day-to-day work of Program Directors. 
• Managing meeting requests, scheduling appointments, and helping coordinate 
  calendars. 
• Organizing meetings, convenings, and other events. 
• Providing project coordination and project management support for program-related 
  work, including organizing materials, tracking timelines and follow-up items, taking notes 
  or minutes at meetings, and helping keep program staff informed of next steps. 
• Handling phone, mail, and email communications with professionalism and care. 
• Providing back-up coverage for other Program Associates and administrative staff as 
  needed. 
• Collaborating with other programs and the communications team on shared projects, 
  special initiatives, and cross-programmatic events.

Information and Database Management 

The Program Associate helps maintain accurate and accessible information that supports 
grantmaking, reporting, and organizational records. Responsibilities include: 

• Using GivingData to create, monitor, manage, and review grant information. 
• Supporting accurate and timely coding, data entry, reporting, and recordkeeping. 
• Tracking the progress, completeness, and accuracy of grant proposals, agreements, 
  payments, reports, and budgets. 
• Generating reports from databases and organizing information for internal and external 
  use. 
• Coordinating grants management system improvements with contractors. 
• Supporting staff learning and effective use of the grants management system. 
• Helping maintain historical records of grantmaking and impact, as well as tracking 
  relevant external policy and systems changes.

Other Related Duties 

This position description is intended to provide a general overview of the role and should not 
be understood as an exhaustive list of all responsibilities, duties, or requirements. The 
position may evolve over time, and the Program Associate may be assigned other related 
duties as needed at the discretion of management. 

Skills and Qualifications 

Required

• Four years of administrative experience, ideally within a mission-driven, nonprofit, or 
  philanthropic organization. 
• Bachelor of Arts or Bachelor of Science degree. 
• Demonstrated commitment to positive social change and alignment with the Haas, Jr. 
  Fund’s mission. 
• Integrity, good judgment, and care in handling sensitive and confidential matters and 
  following established processes. 
• Strong technology skills, including advanced proficiency in Microsoft Office, particularly 
  Excel, Word, and PowerPoint. Experience with Canva, Expensify, GivingData, and Egnyte 
  is a plus. 
• Strong interpersonal and communication skills, with the ability to build respectful and 
  effective working relationships across staff, grantees, funding partners, and external 
  constituents. 
• Strong organizational and follow-through skills, with close attention to detail and the 
  ability to track timelines, materials, and multiple priorities. 
• Ability to support more than one director while staying organized, responsive, and clear 
  about priorities. 
• A proactive, resourceful, and adaptable approach to completing work, asking questions, 
  and escalating issues appropriately. 
• Ability to anticipate routine needs, work efficiently, and partner well with colleagues in a 
  dynamic environment. 
• Effective emotional intelligence and cultural competency, with demonstrated sensitivity to 
  diverse backgrounds, experiences, and perspectives. 
• Experience contributing to cross-departmental collaboration and a positive, supportive 
  workplace culture.

Salary and Benefits 

The Haas, Jr. Fund offers competitive pay and a comprehensive benefits package. The pay 
range for this full-time, non-exempt hourly position is the annualized equivalent of $71,214 to 
$106,860 ($36.52/hr. to $54.80/hr.), depending on experience, credentials, and industry-related knowledge. 

Benefits include comprehensive medical, dental, and vision plans; paid time off and holidays; 
a generous employer-funded 401(a) retirement plan with no employee contribution required; 
a mass transit subsidy; a monthly communications stipend; and, after one year of service, 
volunteering and matching grant support.

The Haas, Jr. Fund operates under a hybrid work policy that requires employees to work 
from the downtown San Francisco office two days each week, along with participation in 
organization-wide events. From time to time, additional in-person presence may be 
requested based on team or project needs beyond the two days each week. 

This position is based in San Francisco, California. Candidates must reside in the San 
Francisco Bay Area. There is no relocation assistance for this position.

To Apply 

Please email a cover letter, resume, and a list of three references to hr@haasjr.org. 
Candidates will be notified in advance before any references are contacted. 

Please use the subject line: Program Associate

Submit PDF files only, ideally as one combined document. Applications will be reviewed on 
a rolling basis until the position is filled. 

Please note: We are only able to consider applications that include a cover letter. No search 
firms, please.