About the foundation:

The William and Flora Hewlett Foundation is a nonpartisan, private charitable foundation that advances ideas and supports institutions to promote a better world. For more than 50 years, it has supported efforts to advance education for all, preserve the environment, foster gender equity and responsive governance around the world, support vibrant performing arts, serve Bay Area communities, and make the philanthropy sector more effective. In addition, we also make grants for special projects and to address other timely problems, such as challenges related to cybersecurity. Our newest program focuses on strengthening U.S. democracy. In 2020, the foundation announced a new grantmaking commitment focused on racial justice. The Hewlett Foundation’s assets are more than $13 billion with annual awards of grants totaling more than $516 million. More information about the Hewlett Foundation is available at: www.hewlett.org

About the Human Resources Department:

The Human Resources (HR) team supports the foundation’s work by creating the strategic vision for the organization’s HR goals and fostering our evolving organizational culture of collegiality, respect, equity, and inclusion. The team consults with senior management and staff to develop policies, programs, and services that support organizational priorities and individual and team objectives. We support our staff and provide guidance throughout the entire employee lifecycle, aspiring for excellence at all stages.

About the position:

The HR Associate/Administrator role is responsible for a variety of HR administrative operations functions as well as independent projects. This position will provide you with a broad exposure to the many facets of HR. In this role, you will be focusing on projects that support the Hewlett HR’s continuous improvement efforts while working in core areas of our HR model including Talent Acquisition, Benefits, and HR Operations. The person in this position acts as the HR department’s administrative representative. The successful candidate will enjoy learning about and improving upon a variety of HR processes including HR reporting, hiring and onboarding, benefits administration, vendor management, etc. This role is an excellent opportunity for someone to further develop their base of experience across HR operations.

Responsibilities may include, but are not limited to:

Recruitment and employee lifecycle:

• Assists with the recruitment lifecycle, which includes posting job descriptions to LinkedIn and other job boards, complex scheduling for panel interviews and may grow to include preliminary screening of candidates.
• Assists with temporary staffing needs by working with staffing agencies to source candidates, coordinating interview schedules with candidates and staff, and communicating with candidates.
• Facilitates new employee onboarding by sending background check reports and preboarding packets through our Applicant Tracking System (ATS) and processing pre-hire checklists through the Enterprise Directory.
• Manages the new hire orientation scheduling.
• Enrolls new staff in required online training.
• Manages the administrative tasks associated with terminations.

Benefits administration and compensation:

• Assists with the administration of health and welfare benefit programs, including medical, dental, vision, life insurance, short-and long-term disability, retirement plan(s), and other related benefit programs.
• Provide customer service support to internal and external customers, responding to benefit inquiries on plan provisions, benefit enrollments, status changes, leave of absence and disability administration, and other general inquiries.
• Assists with plan audits. Prepare, collect, and organize data for benefits, actuarial assessments, and compensation-related surveys. Assists with the preparations of board-related materials.
• Assists with the administration of benefit programs such as the Caltrain Go Pass program, and the Education Assistance program.
• Assists with testing for our annual Open Enrollment period.
• Assists with the preparations of board-related materials.

Payroll support:

• Provides backup support to the Payroll and HR Operations Manager. Experience with ADP is a plus.

General People Operations support:

• Prioritizes and manages multiple projects simultaneously and promptly follows up or resolves time-critical issues.
• Updates department and foundation-wide documents, including policies, organizational charts, and department processes and procedures.
• Organizes and maintains office files in keeping with the foundation’s document retention procedures.
• Provides administrative support to the Chief People Officer, as needed.
• Coordinates team retreats and assists with foundation-wide events, arranging logistics including transportation, meeting space, hotel accommodations, catering, and audio-visual service requirements.

Required skills:

• A minimum of three years of relevant People Operations/HR experience.
• A bachelor’s degree (or equivalent combination of education and experience) desired.
• Effective interpersonal skills and the poise to interact appropriately with people from diverse backgrounds; diplomatic, discreet, and responsive when dealing with internal and external parties.
• Ability to work collaboratively and effectively with others toward common goals or milestones.
• Excellent oral and written communication skills.
• Proven ability to analyze and creatively solve problems and identify and recommend appropriate solutions on sensitive matters.
• Strong organizational skills with attention to detail and commitment to quality.
• Ability to act as a self-starter who can operate independently.
• Demonstrated ability to anticipate shifting priorities, manage multiple tasks, and proactively steer events toward timely conclusions.
• Comfortable sharing ideas and creative ways to improve our processes.
• Proficiency with advanced functions of Microsoft Excel, Word, Outlook, and PowerPoint, taking the initiative to stay current with the most recent versions of these applications.
• A sense of humor is a plus.

Don’t meet every single requirement, but you’re excited about this role? We encourage you to apply anyway. You may be just the right candidate.

Physical demands/work environment:

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

While performing the duties of this position, the employee is regularly required to sit for extended periods of time and to travel via various modes of transportation for extended periods of time. The HR Associate role will be based in Menlo Park, California. The foundation has adopted a hybrid work environment with the expectation of three days in the office per week.

Compensation and benefits:

The Hewlett Foundation is committed to providing compensation that is competitive within the philanthropic sector. We offer a generous total compensation package that emphasizes both base salary and comprehensive benefits. The salary range for this role starts at $80,000. Offers are based on the candidate’s years of experience and our practice of maintaining salary equity within the foundation.

To apply:

To apply, Please email a cover letter and resume to Susannah Sallin, Search Consultant: [email protected] A resume and thoughtful cover letter explaining how your skills fit this position is appreciated. We will respond to all applicants. Thank you!

The William and Flora Hewlett Foundation embraces the importance of diversity, equity, and inclusion, both internally in our hiring process and organizational culture, and externally, in our grantmaking and related practices. We are an equal opportunity employer, and welcome applications from people of all backgrounds, cultures, and experiences.

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