Data and Grants Associate; RF

For 25 years, the Rose Foundation has supported grassroots initiatives that inspire community action to protect the environment, community health, and people’s rights. Our community-based grantmaking approach has earned national recognition for building grassroots power for conservation and social justice causes, and our New Voices Are Rising youth leadership program trains Oakland high school students to step forward as the next generation of environmental justice leaders.

The Data and Grants Associate plays a leading role in managing the data and logistics that support the Rose Foundation’s fundraising, communications, and grantmaking. Primary responsibilities revolve around data management related to both fundraising and grantmaking administration, and supporting other crucial logistical components that underlay successful fundraising, communications, and grants administration. They are primarily housed in the Grants Department, but are also a key member of the Development Team.

The ideal candidate has a strong commitment to conservation and social justice, and wants a career in nonprofit program administration, fundraising or philanthropy. They have already worked in the nonprofit field for at least two years, have a good feel for data management, analysis and impact evaluation, and want to play a crucial role in managing the back-office logistics of supporting grassroots activism.

Data Management

• Maintain donor database, including data entry and donor tracking.
  • Send timely gift acknowledgement letters and emailed auto receipts.
  • Assist with an in-process transition to a new CRM.
  • Ensure regular transfers of email addresses and other donor data to other applications, such as our email marketing platform.
  • Regularly extract and process donor/donation information from third party platforms such as Network for Good and workplace giving applications.
• Maintain hard copy and electronic files related to appeals, events, and individual donors.
• Maintain data related to foundation and legal settlement funding
  • Acknowledge incoming funds.
  • Help maintain database and hard copy records of funds received and related requirements, restrictions, and deliverables due; signed grant agreements/contracts, proposals, and reports; and end-use of all funds.
• Maintain data related to grant applications submitted to Rose and grants awarded.
  • Match grants awarded by Rose to specific enabling funding sources.
  • Track grantee progress and reports due from grantees.
  • Track payments due from Rose to grantees.

Grants Administration

• Support communications with grantees and prospective applicants.
  • Maintain applicant and grantee communications lists, and the grants funds section of Rose’s website.
  • Provide technical support to applicants and grantees by phone and via email at all stages of the grantmaking cycle.
• Help Program Officers process incoming applications to determine eligibility and completeness.
  • Maintain applicant and grantee files (physical and electronic).
• Produce and mail/email grant contracts as directed by Program Officers.
  • Track execution of grant contracts and maintain grant contract records.
  • Prepare payment requests for Finance Team.
• Ensure that overall grants program calendar remains current and accurate.
• Support the logistics of funding board meetings, training events, and site visits.

Support Donor Stewardship and Fundraising

• Assist the Development Team in managing logistics of donor appeals.
  • Create mailing lists for strategic donor outreach and stewardship.
  • Coordinate both in-house and mail-house mailings. Merge and produce in-house letters/labels/envelopes.
• Provide data and analysis to support impact stories and reports.

Support Event and Meeting Logistics

• Help development and program staff coordinate site visits and other meetings with funders and grantees.
• Assist the Development Team with coordination and logistics for Rose’s annual Film Fest:
  • Assist with back-end systems relating to the event.
  • Assist with film selection, licensing, and procurement logistics.
  • Assist with research and solicitation of in-kind donations…