Program Associate, Transportation

POSITION SUMMARY

The Program Associate (PA) will be responsible for supporting one to two initiative directors in the design and operation of the initiatives. This includes arranging and attending meetings with grantees, consultants, internal colleagues, and funders; tracking and managing the program budget; reviewing grant proposals; draft reports; and communicating with grantees and others on a variety of issues.

OUR COMMITMENT 

We are committed to diversity, equity, & inclusion and to a transparent recruitment process that fosters belonging. Our goal is to hire and advance people regardless of race, gender, ability, sexual orientation, age, citizenship status, military service, medical condition, and any other protected characteristic under local, state, or federal law. We encourage people from all backgrounds to apply. 

We are committed to an accessible application process and employee experience. If you need a reasonable accommodation during the application or interview process, please email [email protected]. 

KEY RESPONSIBILITIES

Administrative Responsibilities

This position is primarily administrative (60–70%) and plays a critical role in ensuring smooth day-to-day operations. Key responsibilities include:

• Managing complex calendars and scheduling meetings with internal and external stakeholders
• Coordinating travel arrangements, including booking, itineraries, and expense reporting
• Organizing and maintaining program files, documents, and internal systems with accuracy
• Supporting meeting logistics, preparing agendas and materials, and tracking follow-ups
• Assisting with onboarding and serving as a liaison with internal operations teams (IT, HR, Finance)
• Monitoring deadlines and following up on tasks to keep projects on track

Grantmaking:

• Consistently and accurately process proposals, reports, grants, contracts, and invoices/reimbursements from start to finish in appropriate systems
• Working collaboratively with other PAs, IDs, and consultants to create, and manage program budgets, and reconcile budget to actuals
• Assist with conducting due diligence on proposals or prospective grantees and reviewing additional information as needed

Communication:

• With support from IDs, foster information-sharing and learning networks among grantees and thought leaders
• Prepare initial drafts of documents and presentations for internal and external audiences, such as board dockets, proposals, and presentations
• Schedule and handle logistics for calls and meetings, and in correspondence use respectful and clear language, tone, and style
• Act as the point of contact among staff, clients, and external partners for scheduling and act as a “gatekeeper” when necessary
• Help to manage calendars and plan, coordinate, and ensure the schedules are followed and respected

EXPERIENCE

• At least two years’ experience in a relevant role, including administrative/executive assistant, project manager, or grants assistant. Excellent communications skills: written, verbal, and digital
• Multitasking: experience supporting multiple priorities and juggling a variety of tasks for one or more individuals in a team environment
• Attention to detail and ability to follow tasks through to the end
• Ability to productively collaborate with peers and colleagues and to build strong professional relationships
• Knowledge and experience in one or more of the following areas: project management, grants administration, office management/administration, non-profit administration, or government administration
• Technical skills: intermediate or advanced skills using Microsoft Excel, Word, PowerPoint, and Outlook, familiarity with Dropbox, Asana, Zoom, and Slack
• Deep interest, passion, and commitment to reducing climate change
• Ability to prioritize and be flexible in a fast-paced, constantly evolving, and collaborative environment

SALARY 

We provide a salary commensurate with qualifications and experience. The target national salary range is $70,000 to $80,000 with adjustments made for people in higher-expense markets, i.e. the San Francisco Bay Area and Washington D.C. Currently, all staff local to the San Francisco and DC offices go into the office one to three days a week. Equity is incredibly important to the organization, and a pay audit for equity is completed annually. 

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

An employee must be able to satisfy the following physical requirements with or without a reasonable accommodation.

• Remain in a stationary position (at a desk) for at least 75% of the day
• Use hand and fingers to type
• Frequently communicate via phone or video and email and must be able to communicate using those methods

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