Grants Manager​/Office Manager; PSF

Pacific Foundation Services, LLC (PFS) is a professional services firm that manages 30 separate and independent family foundations. There are currently 30 staff members, and we employ a collegial, team approach to carry out a variety of strategic, programmatic, and administrative activities on behalf of our client foundations.

PFS is looking for a highly skilled administrative professional to work as a team with executive and program staff 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 boards; therefore, excellent customer service skills are required in addition to strong organizational skills and teamwork.

The position is full-time (40 hours per week), nonexempt, and reports to the Vice President of Administration.

Responsibilities

Grants Management:

• Coordinate grantmaking tasks between program, finance and other administrative staff so that all foundation activities are smoothly implemented;
• Coordinate communication among grantees, program officers, and board members, including responding to mail, email and telephone inquiries
• Maintain foundation websites with up-to-date content;
• Plan and coordinate foundation calendars and timelines, including meeting schedules, application submission deadlines, and internal deadlines
• With program staff, coordinate board and committee meetings, including managing all meeting logistics;
• Prepare and copy edit board meeting materials in collaboration with program staff, compile and distribute board dockets;
• Process grant applications 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 letters, award letters and payments to grantees;
• Create and maintain physical and electronic files;
• With 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. Foundation Center) as needed;
• Participate in Grants Management team meetings and professional development opportunities to stay up-to-date on developments in the field and compliance requirements;
• Provide assistance to program staff and board members as needed;
• Undertake special projects as assigned or initiated.

Office Management:

• Manage office supplies (inventory and ordering);
• Manage office petty cash fund;
• Supervise maintenance of all office equipment and ensure they are in good working order;
• Manage relationships with office vendors;
• Supervise maintenance of reception area, copy room, and conference rooms;
• Assist with facilities management as needed;
• Assist Vice President of Administration with special projects as assigned.

Skills and Attributes Needed

• BA/BS or equivalent experience;
• Minimum of three years’ substantive administrative experience. Experience in philanthropy and/or the nonprofit sector preferred;
• 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 independently, as well as with others, in a collaborative, often fast-paced, team environment;
• Excellent customer service skills with emphasis on respectful and tactful communications;
• Strong interpersonal skills, tolerance, flexibility, and humor;
• Excellent writing and editing skills, including proofreading and copy editing;
• Personal qualities of integrity, credibility and discretion about confidential matters.
• Highly organized and detail-oriented;
• Proven advanced experience with Microsoft Office and database programs;
• Demonstrated interest in the Bay Area community and the nonprofit sector;

Location

PFS has offices in San Francisco, Palo Alto, and Santa Rosa. This position will be based in the…