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Grants Manager - Palo Alto

Employer
Pacific Foundation Services
Location
Palo Alto, California
Salary
$70,000 - $80,000 DOE
Closing date
Mar 15, 2021

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Focus Areas
Philanthropy / Social Responsibility
Job Function
Administrative / Clerical, Program / Project Management
Position Type
Full Time
Degree Level
Bachelors
Willingness to Travel
up to 25%
Experience Level
Administrative

Pacific Foundation Services, LLC (PFS) is a professional services firm that manages over 35 independent family foundations.  We provide whatever a foundation needs to operate optimally, including strategic advice, board support, grantmaking programs, compliance, financial management and a physical home. With a current staff of 37, we value competence and camaraderie, and work together to make the most of our collective experience. We thrive on collaboration and share our talents to provide top-level service to our clients.

PFS is looking for a highly skilled administrative professional to serve multiple foundation clients. The Grants Manager is a critical member of the team and works to ensure the smooth operation of each client foundation. The Grants Manager is often the first point of contact for foundation clients and grantees; therefore, strong communication skills are required in addition to demonstrated organizational skills and teamwork. The position is full-time (37.5 hours per week), nonexempt.

 

Responsibilities

  • Coordinate grantmaking tasks between program, finance, and other administrative staff so that all foundation activities are smoothly implemented, including implementing improvements to processes;
  • Coordinate communication among grantees, program officers, and  foundation clients, including responding to mail, email and telephone inquiries;
  • Plan and coordinate foundation calendars and timelines, including, application and report submission deadlines, and internal deadlines;
  • With program staff, coordinate foundation meetings, including managing all meeting logistics;
  • Prepare and copy edit meeting materials in collaboration with program staff;
  • Maintain foundation websites with up-to-date content;
  • Process grant applications and reports by reviewing online submissions for completeness and accuracy;
  • Provide technical support to applicants, collect grantee feedback, make recommendations, and implement changes as needed to ensure a smooth and accessible application process;
  • Maintain foundation grant records in the database, including tracking grantee payments and reporting requirements;
  • Produce and distribute declination emails, award letters, and payments to grantees;
  • Create and maintain physical and electronic files;
  • With the Finance team, provide requested grant-related information for annual audits;
  • Analyze applicant and foundation grantmaking histories and prepare charts and reports for board members, program staff, and outside organizations (e.g. Candid) as needed;
  • Participate in Grants Management team learning and activities, including meetings and professional development opportunities to stay up-to-date on developments in the field and compliance requirements;
  • Undertake special projects as assigned or initiated.

Skills and Attributes Needed

  • Minimum of three years’ substantive administrative experience. Experience in philanthropy and/or the nonprofit sector preferred;
  • Excellent customer service skills with emphasis on respectful and tactful communications;
  • Strong interpersonal skills, tolerance, flexibility, and humor;
  • Demonstrated ability to prioritize, negotiate, and work with a variety of internal and external stakeholders;
  • Adept at working with people from diverse backgrounds, including staff of grantee organizations, client boards of directors, high net worth donors, and those with divergent political and world views;
  • Demonstrated initiative, sound judgment, and the tenacity to see tasks through to completion in an accurate and thoughtful manner;
  • Ability to juggle multiple projects and work both independently and collaboratively in a team environment;
  • Highly organized and detail-oriented;
  • Excellent writing and editing skills, including proofreading and copy editing;
  • Proven advanced experience with Microsoft Office and database programs;
  • Knowledge of WordPress or other website platforms preferred;
  • Demonstrated interest in the Bay Area community and the nonprofit sector;
  • Personal qualities of integrity, credibility and discretion about confidential matters; and
  • Demonstrated commitment to PFS values of generosity, respect, integrity, inclusion, commitment, and humility.

Location

PFS has offices in San Francisco, Palo Alto, and Santa Rosa. This position will be based in the Palo Alto office and may require very infrequent travel to the San Francisco office and other Bay Area locations. During shelter-in-place, our offices are closed with only essential staff occasionally working in the office. The person in this position will work from home until the office re-opens, but might need to go to the office once or twice a month.

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