Program Assistant, The Partnership for the Bay's Future

Program Assistant, The Partnership for the Bay’s Future

Reports To: Director, The Partnership for the Bay’s Future

The San Francisco Foundation

With more than $1.5 billion in assets, the San Francisco Foundation is one of the largest community foundations in the country. The foundation is committed to expanding opportunity and ensuring a more equitable future for all in the Bay Area. Together with its donors, the foundation distributed $154 million to nonprofit organizations last fiscal year. The San Francisco Foundation serves Alameda, Contra Costa, Marin, San Francisco, and San Mateo Counties.

The Partnership for the Bay’s Future

The Partnership for the Bay’s Future (“the Partnership”), an effort of the SFF, the Chan Zuckerberg Initiative, the Ford Foundation, and Facebook, along with a growing and diverse set of private, public, philanthropic and community partners from across the region, is committed to creating a more accessible, equitable, and prosperous Bay Area for all the region’s residents by addressing the interconnected and urgent crises in housing, transportation, and economic opportunity.

The Partnership seeks to develop a strong regional network – a cross-sector of leaders and partners with a common understanding of the housing, transportation, and economic opportunity-related challenges facing the region, a shared regional agenda of potential solutions, and a collective commitment to advancing the agenda and moving solutions forward through leadership, collective action, and the investment of resources.

Position Summary

This a limited term, 3-year position.  The Program Assistant (PA) will provide support to the Director of the Partnership and the Policy Fund Initiative Officer.  S/he also works closely with other key initiative partners outside of the SFF and with many staff at the SFF. The PA ensures a responsive and accountable operation of the Partnership and the Policy Fund in four areas: 1) financial management support, including creation and maintenance of financial reports, contract management, and budget coordination; 2) fundraising & communications support, including grant proposal and report coordination; event planning, website and communications materials support and 3) grant-making support, which includes processing grants made to jurisdictional and nonprofit partners; 4) general administrative support.

KEY RESPONSIBILITIES

Administrative Support

• Meeting planning: schedule regular meetings and special convenings, invite attendees, order food and supplies for meetings, help develop program materials, take minutes
• Provide general support such as phone (acting as primary information contact), scheduling, filing, and making travel arrangements
• Attend staff meetings and professional development activities as required
• Process expense reimbursements for initiative

Financial/Budgeting Coordination

• Under the direction of the Director of the Partnership, coordinate the ongoing fundraising, project, grant, and cash flow budgeting processes for initiatives.  This involves:  
  • Internal processes: maintenance and reconciliation of budget spreadsheets that track and process funds received from multiple sources and expended to multiple sources.
  • External processes: support preparation of financial reports to funders.
  • Serve as a point of contact for initiative procurement procedures, including budget allocations, invoicing, and contract support for vendors and consultants.

Fundraising, Marketing and Communications Support

• Grant writing support (what type of grant writing support?)
• Respond to and track grant proposals and reports and generate supporting documents, with oversight from Initiative Officer (financial reports/budgets, organizational information, etc.)
• Maintain the grant proposal and reporting schedule to ensure that proposals and reports are submitted on time with the proper supporting information; keep up-to-date information in CRM (SalesForce) and grantmaking (Fluxx) systems
• Assist with development and coordination of communications materials as needed, including drafting and editing communications pieces, such as invitations, collateral handouts, electronic newsletters, power point presentations, website updates, etc.
• Coordinate event-related details and interface with the communications department and others as needed to organize funder/donor prospects tours, events, and convenings. 

Grant-making Support

• Master the CRM, grantee portal, and grants management systems and procedures in order to support grantees in applying and reporting on grants as well as track and process funding applications. Create and generate reports.
• Coordinate the internal processes for opening, approving and expediting grants, including interfacing with grants management and communications.
• Serve as the primary information contact for intra-office and public inquiries regarding the initiative grant-making programs.

QUALIFICATIONS

Education

Undergraduate degree preferred or combination of education and experience

Experience

• Minimum 3+ years of experience in a similar role.
• Demonstrated success with managing complex projects; ability to manage multiple competing tasks on a tight deadline
• Requires strong computer skills specifically in Microsoft applications (Word, Excel, Outlook, and PowerPoint) and database applications.  Familiarity with using SalesForce and/or Fluxx a plus.
• Experience with event coordination, a plus
• Understanding of financial reports, including balance sheets, cash flow statements, and income statements, a plus.

Knowledge, skills, competencies

• Ability to effectively communicate both verbally and in writing
• Attention to detail and a strong work ethic
• Must work well in a collaborative, team environment as well as work effectively under minimal supervision by taking initiative and ensuring successful and timely completion of all tasks
• Personal integrity and the ability to engender trust, credibility, and confidence with a variety of constituencies
• Relationship-oriented; ability to maintain relationships with diverse stakeholders, including funders
• Knowledge and interest in community development a plus

The San Francisco Foundation is an equal opportunity employer and seeks diversity with respect to race, ethnic, culture, gender, age, sexual orientation, and physical abilities.