The Grants Operations Associate will be motivated by a passion for the Jim Joseph Foundation’s mission and a drive for continuous learning and improvement. They will be a project manager and problem solver with exacting standards and an eye towards creativity. This role requires an individual who has exceptional organizational skills, proactive communication, impeccable attention to detail, and a relationship-focused approach to working with people.
Interested? We'd love to see your resume and a cover letter explaining why you're interested both in the role and in working for the Foundation. Keep reading for more information about the role and the requirements.
The Grants Operations Associate works closely with the members of the Program Team, playing a part in supporting and coordinating various administrative, financial, and communications functions related to grantmaking within the Foundation. The Operations Associate provides a conduit role between the grantmaking function and other staff to ensure that grantmaking activities are smoothly conducted.
This is an ever-evolving position that requires flexibility and a range of skills including managing data and systems, broad administrative support, as well as working closely with the Senior Director of Grants Management and Compliance (SDGMC) and the Chief Operating Officer (COO) around grant-related communications, reports, and projects. A signature part of this role is project-managing the development of all Board materials including the Board book that presents all grant proposals, strategy documents and Foundation business items. Furthermore, this position acts in close partnership with the Program Team, Grants Management Team, and the Finance Team helping to bridge the programmatic work with the grantmaking guidelines and processes.
DUTIES AND RESPONSIBILITIES:
Grantmaking and Reporting
Provide project management support for the grantmaking process, including but not limited to:
- Prepare designated grantmaking reports on a monthly and quarterly basis for internal purposes and for the Board of Directors. Send out quarterly board reports via BoardEffect.
- Support Grants Manager in data entry into grants management system; help compile and maintain relevant grantee information.
- Draft and edit award letters and transmittals.
- Prepare and process weekly grant payments and transmittals, monitor and file returned payment transmittals and complete declination letters.
- Participate in Program Team meetings in order to enhance and improve grantmaking operations and efficiencies.
- Manage Grantmaking Portfolios in Fluxx.
- Cross-train with and serve as the primary back-up to the Grants Manager.
Quarterly Board Meetings
- Work with SDGMC to manage meeting agenda and the development of materials for quarterly Board meetings.
Shepherd the development of board meeting materials and direct the production of the Board Book and all steps therein.
- Update and maintain Board Book production timeline and calendar.
- Assist, facilitate, and organize the development, review, and production of Board Book materials.
- Work with outside vendor to facilitate Board Book production.
- Upload and maintain electronic copy of Board Book on BoardEffect.
Maximize the usage of the BoardEffect system.
Administrative and Project Management
- Serve as administrative liaison to Chief Program Officer; provide administrative support to include scheduling/managing calendar, expense reports, and grant monitoring tasks as assigned.
- Provide administrative support for Grants Management Team including support for SDGMC—external scheduling and special projects.
- Partner with COO and members of the program team to work on a variety of projects as assigned, including Foundation convenings, special grant initiatives, and intersection(s) of communications and grantmaking.
- Cross-train in receptionist duties to serve as a potential back up.
Perform other related projects or work as required.
EXPERIENCE, EDUCATION, AND PERSONAL QUALIFICATIONS:
- Bachelor’s Degree required, or equivalent experience
- Minimum of five or more years of professional experience in operational roles, or equivalent; experience in philanthropy a plus, experience with Jewish Communal organizations a plus
- Mastery of Microsoft Office products especially Excel, Word, Outlook, and Power Point required;
- Strong data management and reporting skills; experience working with relational databases required, experience with Fluxx a plus
- Strong organizational skills and impeccable attention to detail and accuracy
- Excellent written and verbal skills; high level of customer-service orientation
- Work well independently and with a team; excellent interpersonal skills required—able to interact with staff at all levels of the organization and persons outside the organization in a professional, courteous, and culturally sensitive manner
- Excellent time management skills with a results-oriented focus, and ability to prioritize and manage multiple tasks and deadlines concurrently
- Dependable, proactive, and able to work under the pressure of tight deadlines
- High degree of integrity and ability to exercise sound judgment
- Professional demeanor, dependability, integrity, good judgment, and sense of humor
Position Status: Full Time, Exempt
Reports To: Senior Director of Grants Management and Compliance
Direct Reports: N/A
Location: San Francisco, CA (onsite/not remote)