Program Assistant

San Francisco Foundation | San Francisco, California

Background

With more than $1.3 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. Working closely donors, the Foundation distributed nearly $100 million to nonprofit organizations last year. The San Francisco Foundation serves San Francisco, Alameda, Contra Costa, Marin, and San Mateo Counties.

Job Summary

The Program Assistant provides overall administrative, operational, and process support for the Team within the Foundation’s Program Department.  This is a fully skilled assistant level position.

Reports To

Senior Director, Expanding Access to Opportunity

Responsibilities

General Administrative Support

  • This position provides administrative support to the Senior Director
  • Provides assistance with calendar/scheduling, travel arrangements, expense reimbursement, and other administrative support services for the Senior Director.
  • Acts as a primary information contact responding to intra-office and public inquiries and requests for information and redirecting inquiries and requests as appropriate.  Drafts and disseminates minutes from meetings and convenings.
  • Drafts and edits correspondence and transcribes recorded notes, information and reports. 
  • Coordinates paperwork flow, including establishing and maintaining filing systems, correspondence, mail, and inter-office communications.
  • Processes consulting and vendor contracts and invoices. Trains new team members on administrative procedures.  Provides back-up support to other Program Assistants and staff colleagues as appropriate.

Grantmaking Support

  • Assists in creating timelines for grant program(s) and has primary responsibility for managing timelines to ensure processes stay on track. 
  • Responds to grant seeker questions related to TSFF grantmaking systems, timelines, forms completion and processes.
  • Reviews and/or tracks grantee submissions to ensure completeness and timely submissions and acquires missing documentation as needed. 
  • Accurately completes coding and information updates in the Foundation’s grantmaking and CRM systems.
  • Drafts requests for waivers and expedite memos for review by the Senior Director.
  • Creates standard and customized reports utilizing several different applications/databases.
  • Assists in training new team members on grantmaking systems and processes.
  • Provides back-up support to Program Assistants and staff colleagues as appropriate. 
  • Conducts grantee/org research in support of donor stewardship and cultivation. Updates specific areas of the TSFF website for the programmatic team.

Convening/Event Support

  • Has primary responsibility for managing all logistical aspects of convenings and events that are hosted by the programmatic team.
  • Tasks include but are not limited to vendor negotiation, ongoing communication with speakers and attendees, coordination with Marketing and Communications staff on collateral, tracking RSVPs, day-of-event management, monitoring expenditures, and final payment of invoices. 

Project Support

  • Provides administrative support and coordination of specific tasks as assigned by the supervisor for ongoing or time-limited projects or programs within the core program team.  

Qualifications

  • A minimum of five years of solid administrative experience providing support and working on a team.
  • Highly organized with a strong understanding and expertise in both computer and office systems.
  • Works well under minimal supervision by taking initiative, ensuring successful project management, and timely completion of all tasks.
  • Ease in producing quality work in a high-production environment.
  • Ability to effectively communicate both verbally and in writing, highly skilled with great attention to detail.
  • Creates positive, long-term working relationships by demonstrating a commitment to customer service, tact, dependability, diplomacy, and flexibility. 
  • Knowledge of basic finance and accounting practices.
  • Experience working in non-profit and/or philanthropy a plus.
  • Undergraduate degree strongly preferred.

Requires strong computer skills specifically in Microsoft applications (Word, Excel, Outlook, and PowerPoint) and database applications.  Familiarity with using Raiser’s Edge a plus.

Compensation

Commensurate with background and experience in addition to a very competitive benefits package.

How to Apply

Visit the employment opportunities page of our website at http://sff.org/about-tsff/administrative-information/employment-opportunities/ 

San Francisco Foundation