Program Associate, Federal

U.S. Energy Foundation's (EF) mission is to secure a clean and equitable energy future to tackle the climate crisis. We envision a healthy, safe, equitable economy powered by clean energy. We believe a thriving clean energy economy can create sustainable opportunities, spur innovation, and protect our climate-for today and future generations.

EF supports education and analysis to promote non-partisan policy solutions that advance renewable energy and energy efficiency while opening doors to greater innovation and productivity-growing the economy with dramatically less pollution. For more than 30 years, EF has supported grantees to help educate policymakers and the general public about the benefits of a clean energy economy. Our grantees include business, health, environmental, labor, equity, community, faith, and consumer groups, as well as policy experts, think tanks, universities, and more.

At EF, Diversity, Equity, and Inclusion (DEI) are top organizational commitments. We are working daily to uproot racism and other forms of oppression and create equitable systems that support people to flourish. We aim to bring humility, transparency, respect, and an appreciation for others' lived experiences to our interactions with colleagues, grantees, and partners.

EF is headquartered in San Francisco, CA, and our more than 100 staff members are based in locations throughout the Midwest, Northeast, Southeast, and Western regions where they can best serve our programs, partners, operations, and other functions.

EF is looking for a highly organized and detail-oriented self-starter to join our Federal Program team as a Program Associate (PA). The PA will support our Federal Program team, which includes the Senior Director, Federal, and the Program Director, State-Federal, with the administration of the Federal Program's strategic priorities and responsibilities. Most of the PA's time is focused on the administrative needs of the Federal Program, including the administration of grants and contracts.

The PA will arrange internal and external meetings with grantees, consultants, and funders; track and manage the program budget; review grant proposals; draft reports; and at heart serve as "air traffic control" for incoming communications and requests to the team. The PA also will organize funder meetings, manage projects within and outside the team, provide administrative support to the team (scheduling, note-taking, drafting communications, etc.), develop and implement systems and processes to facilitate internal and external collaboration, and gain a deep understanding of and maintain the team's budgets.

The PA will work with:

1) Internally, other staff on the National team, Strategic Communications, States and Regions, and headquarters teams;

3) Externally, with grantees, consultants, funders, and other partners.

EF actively seeks to expand DEI within our organization and through our work. We encourage people of color and candidates with diverse backgrounds, experiences, and perspectives to apply.

Grantmaking

• Track and execute all steps in the grantmaking process, including:
  
  
  
  • serving as the primary contact for grantees and consultants,
  • gathering feedback and working with all parties to craft and finalize proposals and scopes of work,
  • reviewing financials and conducting initial due diligence, and
  • keeping the team informed of progress and flagging questions that arise in a timely fashion.
  
  
  
  
• Process grants/contracts through EF's internal systems in a timely and responsive manner.
• Prepare agendas, schedule meetings, and conduct relevant research to ensure effective conversations.
• Prepare the Federal Program team and grantees/consultants in advance of meetings to help deliver effective conversations, including circulating materials, flagging relevant questions, coordinating on meeting agendas, and setting clear expectations for meeting outcomes.
• Assist in conducting research and performing due diligence on proposals or prospective grantees. Directly engage with grantees and consultants to seek additional information as needed.
• Work collaboratively to manage program budgets and reconcile budgets to actuals for cross-programmatic grants.

Internal Support and Coordination

• Foster effective coordination and integration within the Federal Program team, including using tools and systems to support collaboration and information-sharing (e.g., Asana, Slack), supporting regular team check-ins, etc.
• Schedule calls and meetings and handle meeting logistics (arrange locations, prep the technology interface, ensure that agendas are circulated in advance, notetaking, support meeting follow-up, etc.).
• Track and help coordinate the work of the Federal Program's consultants.
• Track and help fulfill requests from funders.
• Prepare initial drafts of documents and presentations for internal and external audiences, such as board dockets, funder reports, proposals, and presentations.
• Serve as a liaison to other EF teams to ensure that the Federal Program team is fully integrated with other national programs.
• Support the team on policy, campaigns, and communications projects as needed and availability permits.

External Coordination

• Facilitate networking and information-sharing between a culturally diverse set of grantees/consultants, and build connections with national groups/experts, as appropriate.
• Organize and/or support regional/state-wide meetings and convenings, including developing presentations and agendas.
• Represent EF and the team at meetings, conferences, and other events as agreed upon with your supervisor.

Build the Team

• Generate and implement ideas for systems, programs, and operational improvement.
• Embody EF's values of collaboration, service, learning, and responsibility.
• Recognize that we are stronger when we are diverse and inclusive, and embody these values in your internal and external EF work.
• Maintain collaborative relationships with peers and colleagues. Contribute to a positive working environment.
• With assistance from the supervisor and others, formulate own learning and development plan. Identify and seek out professional development opportunities, including networking, informational interviews, training, projects, etc.

QUALIFICATIONS

• Highly organized with keen attention to detail.
• Exceptional time management.
• Apt communications skills: written, verbal, and digital.
• Proficient at handling multiple demands: experience supporting multiple priorities and juggling a variety of tasks for one or more individuals in a team environment.
• Demonstrated knowledge and experience in customer service, thriving in a fast-paced work environment, and prioritizing competing obligations.
• Interest in one or more of the following areas: climate justice, equity, energy affordability, federal climate policy, the philanthropic sector, the nonprofit sector, issue campaigns, public policy, or strategic communications. A pre-existing knowledge or interest in clean energy or climate is not required.
• Pluses include:
  
  
  
  • Experience working on DEI.
  • Project management experience.
  • Grants management experience.
  • Internet savvy, including digital and social media, online survey tools, etc.
  • Understanding of and appreciation for the opportunities and challenges in the federal climate space.
  
  
  
  
• Technical skills: intermediate or advanced skills using Microsoft Excel, Word, PowerPoint, and Outlook, preferably in a Mac environment; intermediate or advanced with Google Drive, Docs, and Sheets, and the Box platform. Experience using relational database systems. Experience with cloud-based relational database such as Salesforce, is a plus.

Reports to the Senior Director, Federal.

This is a full-time position. The target salary for this position is $86,400 for a candidate based in the San Francisco Bay Area, and $77,400 for candidates in other areas of the U.S. EF provides a comprehensive benefits package, including competitive salary, medical, dental, vision, disability, and retirement benefits and paid time off.

Ability to travel two to three times a year for two to three business days at a time.

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

EF is a remote-first work environment. This position may be based in any of EF's offices or may work remotely from anywhere in the U.S.The office environments include some shared workspace, some individual offices, and shared kitchen facilities, with moderate noise levels and a collegial atmosphere. On occasion, there are activities or events after work hours.