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May 2 / BARD CEP

Program Associate, The Energy Foundation – California

Organization: The Energy Foundation

Position Title: Program Associate, California Programs

Location: San Francisco, California

Compensation: $52,000 – 55,000

Application Deadline: Position open until filled

Description: Energy Foundation’s efforts to ensure a clean energy future in the United States emphasize development of policies that create big markets for energy efficiency, renewable energy and clean distributed resources. Policies advanced by the Energy Foundation’s grantees have contributed to a quadrupling of wind capacity, a 16-fold increase in solar capacity, since 2008 and robust deployment of energy efficient products.

The Program Associate’s (PA) primary responsibility will be to support the work of the California Program Director (PD). Since 2006, California has continued to steadily implement a set of actions that are driving down GHG emissions, cleaning the air, diversifying the energy and fuels that power California, and spurring innovation in a range of advanced technologies. The Energy Foundation is supporting many California non-profit organizations in the pursuit of education and outreach initiatives that will continue to improve California’s leadership on climate change issues. The (PA) will manage and assist with PD calendaring, assist with tracking program budget, reviewing grant proposals, writing reports, monitoring the grant cycle, communicate with grantees, assist the PD in the tracking of grantee activities, and facilitate correspondence with funders on a variety of needs and issues. While the PA typically works within one program sector, collaboration and coordination across sectors is expected.

As the Program Associate matures in the role and gains proficiency in EF’s unique grantmaking style and the more sophisticated job responsibilities of the position, she or he may be promoted to Senior Program Associate.


Processing & Tracking Grants:

  • Review grant proposals and ensure content is appropriate and all necessary documents are included;
  • Write briefs of grant proposals in the EF style of writing and submit for approval;
  • Process incoming grants by entering all required information into the grants management software;
  • Enter and track incoming grant proposals and grant reports into the grants management software;
  • Monitor spending and deadlines for Foundation Initiated Projects (FIPs);
  • Monitor budget targets, reconcile program budgets with accounting team and keep PO/PM/PD informed of budget status;
  • Write evaluation report of closed grants and compile and submit final grant reports and evaluations for approval;
  • Create consulting contracts as requested, enter into software for approval;
  • Coordinate joint grants, shared consulting contracts and other contracts as needed
  • Recommend grants for consideration;
  • Write ‘decline’ letters for rejected proposals;

Interacting with Grantees

  • Assign work to consultants, follow up on the work through regular contact;
  • Collaborate with grantees and consultants on proposal revisions, as needed;
  • Coordinate and assist grantees with EF’s grant making process by requesting additional information when needed, respond to questions, notifying them of the status of their grant, etc.;
  • Represent EF by participating in meetings with grantees and consultants as requested;

Administrative Duties

  • Organize program conferences and meetings;
  • Schedule calls and meetings and manage PO/PM/PD calendar as requested;
  • Keep track of upcoming deadlines, outstanding request and remind PO/PM/PD of priorities;

External Communication

  • Draft or edit reports and proposals for funders, including the core funder report;
  • Write board docket reports and prepare program docket tables;
  • Draft news updates for partners and board, as requested;
  • Coordinate with the Climate Works Foundation’s network partners and prepare materials for the annual strategy meeting;
  • Proofread and suggest edits to written materials generated by peers, as requested;

Strategy & Research

  • Stay current on latest sector news and information through contact with grantees, other experts and by reading reports, press releases, articles, etc.;
  • 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 program and office improvement;
  • Maintain a good sense of humor and positive attitude;

This job description reflects the assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned.


  • 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: energy, climate, environmental studies, or public policy, candidate or policy campaigns.
  • Technical skills: minimal intermediate skill level using Excel, Word, Powerpoint and Outlook, preferably in a Mac environment; familiarity with Google Drive/google docs.
  • Multitasking: Experience supporting multiple priorities and juggling a variety of tasks for one or more individuals in a team environment.


  • Planning & Organizing:prioritizes work activities, uses time efficiently, develops realistic action plans with a strong attention to detail; manages a variety of responsibilities; prioritizes tasks and allocates time to planning, thinking and mapping out tasks.
  • 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.

How to Apply: Please email a cover letter and resume, subject line “Program Associate California Job”, to [email protected]. No phone calls, please.

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