Communications Operations Manager

About The David and Lucile Packard Foundation

The David & Lucile Packard Foundation was founded in 1964 by David and Lucile Packard. We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world. We have worked with thousands of organizations and leaders in the U.S. and worldwide to advance progress in the critical areas of science, ocean and land conservation, climate change, women’s reproductive health and rights, and the well-being of children, families, and communities.

OUR VISION: A just and equitable world where both people and nature flourish.

Our new vision embraces a future where both people and nature flourish in a more just and equitable world. We explicitly acknowledge that the fate of people and the natural environment are inextricably linked. Solutions to the complex challenges we face must account for this interconnectedness.

OUR MISSION: We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world.

Our new mission takes on the critical work of addressing root causes of the challenges we face and mobilizing people for collective action. In addition to building on approaches that have guided our philanthropy for decades — working in partnership, committing to issues over the long-term, and grounding our work in science, knowledge, and data – we focus on understanding the systems that either accelerate or impede progress. It is only through just and equitable systems that we can find and sustain solutions to some of the biggest challenges we face today.

OUR VALUES: Equity, Integrity, Belief in Individual Leadership, Thinking Big, Respect, and Effectiveness

In addition to clarifying our long-held values, we added equity. We will champion equity by treating people with dignity, honoring a range of ideas and perspectives from those closest to the issues, creating inclusive processes, and funding people who have been historically excluded to spur progress for all.  For more information, including our definitions of key concepts, please visit our website.

Department Overview

The Communications department is responsible for shaping internal and external communications that inspire people and communities to create enduring solutions for just societies and a healthy, natural resilient world. Our department focuses on producing engaging communications that embody our commitment to justice and equity and contribute to consistent, positive experiences for our grantees and partners as we collectively work to accelerate progress towards our common goals.

Position Summary

The Communications Operations Manager plays a pivotal role in driving the operations of the Communications department, including administrative and project management, to enable the execution of communications projects. The Manager implements streamlined processes, identifying areas for improvement, finding solutions, and collaborating across the Communications team and Foundation to implement them.

The role requires you to be highly organized, detail oriented, and have excellent time management and
project management skills with the ability to thrive in a fast-paced, highly collaborative work environment. In addition to completing tasks at hand, you should also think critically, proactively seek answers to complex questions, and explore ways to make our processes and systems more effective and efficient.

You should be aligned with the Packard Foundation’s vision and mission. Inherent in all aspects of the Foundation is a commitment to creating an inclusive culture that values all backgrounds, experiences, and perspectives. You are personally devoted to growing your own cultural awareness and will actively participate in the Foundation’s work to integrate justice and equity into all facets of our work.

This position reports to the Chief Communications Officer. The role requires working onsite two days a week at the Foundation offices in downtown Los Altos, California.

Primary Duties and Responsibilities

Communications Team Operations

• Lead overall tracking of the Communications team’s annual workplan and progress toward department
  objectives; design systems for tracking in collaboration with Communications Leadership group.
• Schedule, plan, and facilitate team meetings ensuring topics are timely, relevant, and meaningful.
• Answer and triage staff, grantee, and media requests and inquiries in an accurate and timely manner.
• Monitor media daily and compiles media reports for the Communications team and CEO.
• Organize department retreats and agenda, teambuilding activities, celebrations, and Board docket and
  meeting prep as needed.
• Represent the Communications team on cross-Foundation efforts.

Communications Project Management

• Manage complex projects such as video shoots and production projects, communication campaigns,
  organizational identity implementation, and/or large events.
• Increase the effectiveness and efficiency of communications processes for Foundation staff through
  evaluating, developing, and managing the communication platforms and protocols.
• Contribute to building staff’s communications skills by organizing trainings, updating resources and
  protocols, and ensuring platforms are accessible and easy to navigate.
• Manage communications projects from end-to-end, meeting deadlines and managing coordination
  among internal and external stakeholders.
• Assist with special projects as needed

Budget and Administrative Support

• Develop and manage team’s annual operating budget in coordination with the Chief Communications
  Officer and the Finance team; monitor monthly budget and provide monthly updates.
• Create, negotiate, and process department contracts and honorarium; process invoices.
• Takes point on scheduling meetings with multiple stakeholders
• Maintain internal files and work with IT to introduce knowledge management and collaboration
  platforms to department.

Qualifications

Education

• A Bachelor’s degree or equivalent experience and training is required for this role.

Experience

• A minimum of three to five years’ experience managing operations and projects for department or
  team in a fast-paced work environment
• Project management experience, demonstrating expertise leading cross functional teams, managing
  timelines and budgets, and delivering project outcomes
• Experience developing and managing department budgets.

Knowledge, Skills, and Abilities

• Professional maturity, emotional intelligence, and interpersonal skills, coupled with impeccable
  integrity and ethics and the ability to read and navigate difficult situations and handle sensitive
  information with care
• Proven ability designing and managing multiple, complex, time-sensitive, and cross-functional projects at one time
• Strong aptitude for operational, administrative, and financial processes
• High proficiency with MS Outlook, Word, Excel, PowerPoint, project management software, electronic
  filing/maintenance systems, and a high level of comfort learning new software programs and
  databases; experience with digital organizing tools a plus
• Excellent written and verbal communication skills to convey complex ideas and information clearly and effectively
• Able to produce detailed, accurate, and timely work
• Exercises judgment within well-defined procedures and practices to determine appropriate action, including developing alternatives and anticipating next steps
• Ability to balance and meet multiple deadlines, project requirements, and anticipate information needed as situations and projects arise
• Ability to follow and manage internal processes and identify and implement improvements
• Passionate commitment to creating an inclusive culture that values all backgrounds, experiences, and
  perspectives. Devoted to growing own cultural competence and will actively participate in the
  Foundation’s work to integrate justice and equity into all facets of our work
• A solutions-oriented and flexible attitude; possesses the ability to shift and pivot as needed

Compensation and Benefits

The position is full-time and non-exempt. The salary range for this position is $88,000 – $116,000 annually. This salary range is an estimate, and the actual salary may vary based on various factors, including without limitation individual education, experience, tenure, certification, skills, and abilities, as well as internal equity and alignment with market data.

The David and Lucile Packard Foundation offers excellent benefits for eligible employees. Current benefits include medical (HMO and HDHPs), dental and vision coverage; 15% employer contribution to employee retirement plan; life insurance, disability insurance, vacation, and sick leave; an adoption benefit; fertility benefit; a financial wellness program; health advocacy services, paid time off to volunteer for nonprofit organizations; matching grants for employee contributions to tax exempt organizations; commute assistance; and tuition assistance.